Admin Setup - Email Notifications

Overview

Unanet has the ability to send out email messages for a variety of purposes.  Many of these messages (but not all) can have their subject and body customized per your specific needs via "email templates".  Maintenance of the various types of email templates has been sub-divided into the following three categories (each of which has its own Admin >> Setup screen for template management):

 

This page addresses the Email Notifications email templates.

There are a number of events in Unanet that may trigger the sending of an email to a user.  These event triggered emails are referred to as Email Notifications.  

The Setup Email Notifications screen can be used to enable or disable specific system email notifications as well as customize the content of each.  You cannot currently add additional Notifications to the system.

Note that users, via their Preferences, can choose whether or not they will receive various types of system Notifications.

 

Roles

This screen is available to users having the Administrator, P&R Administrator or HR Administrator role.

License

This screen is available with any Unanet license.

 

Topics covered on this help page include:

 

 

You may also be interested in:


Include Custom Links in Email Body

Including a URL in the body of an email notification can allow your users to quickly access your Unanet system directly from the email notification.   The following URL examples may be of particular interest:

Many of the URLs that you could consider including in the body of an email template can be identified by simply copying and pasting the URL associated with a particular screen.  Do note that these may change from time to time and you may need to update a URL should you move your Unanet system or upgrade to a newer version of Unanet.


Example Email Notifications maintenance screen:

This example screen provides a listing of the various event triggered notifications that are currently included with the product.

Field Descriptions (click on a link below for additional information):

 

 

When populating the Subject and Message, each Template Type also have available a number of special variable tags that can be embedded in the message to provide additional customized content.  For example, if you would like to include the project code in the body of your Project Manager notification, adding $PROJECT to the message will be replace with the appropriate Project Code when the email is sent.

The following table contains a complete list of Template Types with their corresponding Descriptions and list of possible special variable tags:

Notifications
Template Name Description Available Variables

 

 

 

Project Alert Notifications

 

 

Alert Project Billable Amount Percent of Budget

Triggered when the Billable Amount of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.

$TEMPLATE_NAME
$PROJECT
$PROJ_ORG_CODE
$PROJ_ORG_NAME
$PROJ_TITLE
$FUNDED_VALUE   (comes from either the project or task level depending on which type of alert is defined)
$TASK   (will be blank if this is a project level alert - shows Task name)
$TASK_WBS    (will be blank if this is a project level alert - shows Task WBS Number followed by Task name)
$ALERT_PERCENTAGE   (will print as a percentage with a percent sign -- this is the threshold amount entered)
$TIMESTAMP    (the time that the alert was created and sent)

Alert Project Billable Amount Percent of Est Total

Triggered when the Billable Amount of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Expense Cost Percent of Budget

Triggered when the Expense Cost of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Expense Cost Percent of Est Total

Triggered when the Expense Cost of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Gross Revenue

Triggered when the Gross Revenue of a project (or task) exceeds the specified alert percentage of the funded value of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Hours Percent of Budget

Triggered when the Hours of a project (or task) exceed the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Hours Percent of Est Total

Triggered when the Hours of a project (or task) exceed the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Labor Cost Percent of Budget

Triggered when the Labor Cost of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Labor Cost Percent of Est Total

Triggered when the Labor Cost of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Time Elapsed

Triggered when the Time Elapsed of a project (or task) exceeds the specified alert percentage the date range of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Total Cost Percent of Budget

Triggered when the Total Cost of a project (or task) exceeds the specified alert percentage of the budget of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Alert Project Total Cost Percent of Est Total

Triggered when the Total Cost of a project (or task) exceeds the specified alert percentage of the estimated total of the project (or task). Uses project for a Project Alert and task for a Task Alert.

Same as above

Expense Notifications

   

Expense Budget Added

Triggered when a new expense project or task budget is added. Sent to the Project Manager.

$PROJECT
$PROJ_TITLE
$FOR_EACH
$TASK
$EXPENSE_TYPE_NAME
$PERIOD_ST_DATE
$PERIOD_END_DATE
$DESCRIPTION
$AMOUNT

Expense Budget Modified

Triggered when one or more expense project or task budgets are modified. Sent to the Project Manager.

$PROJECT
$PROJ_TITLE
$FOR_EACH
$TASK
$EXPENSE_TYPE_NAME
$PERIOD_ST_DATE
$PERIOD_END_DATE
$DESCRIPTION
$AMOUNT

Expense Completed

Triggered when an Expense is set to COMPLETED. Sent to the owner of the Expense.

$VOUCHER
$OWNER
$TIMESTAMP

Expense Customer Approved Triggered when an Expense is APPROVED by a Customer. Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP

$PURPOSE
$LOCATION
$REIMBURSABLE_AMOUNT
Expense Customer Denied Triggered when an Expense is DENIED by a Customer. Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Customer Disapproved Triggered when an Expense is DISAPPROVED by a Customer. Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Customer Preapproved Triggered when an Expense is PREAPPROVED by a Customer. Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Customer Submit Triggered when an Expense is SUBMITTED for Customer Approval (only to customers that are assigned to the projects on that Expense). Sent to all customers for an Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Inuse Triggered when an Expense is set to INUSE. Sent to the owner of the Expense. $VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP
Expense Manager Approved Triggered when an Expense is APPROVED by a Manager.  Sends to the next manager in the approval group and is copied to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$NEXT_APPROVER
$OWNER
$TIMESTAMP

$PURPOSE
$LOCATION
$REIMBURSABLE_AMOUNT
Expense Manager Denied Triggered when an Expense is DENIED by a Manager. Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP
Expense Manager Disapproved Triggered when an Expense Report is DISAPPROVED by a Manager. Sent to the owner of the Expense Report. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP
Expense Manager Preapproved Triggered when an Expense is PREAPPROVED by a Manager. Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$NEXT_APPROVER
$OWNER
$TIMESTAMP
Expense Manager Submit Triggered when an Expense Report is SUBMITTED for Manager Approval.  Sent to the first manager in the owners expense approval group. $COMMENTS
$VOUCHER
$MODIFIER
$NEXT_APPROVER
$OWNER
$TIMESTAMP
Expense Project Approver Approved Triggered when an Expense is APPROVED by a Project Approver . Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP

$PURPOSE
$LOCATION
$REIMBURSABLE_AMOUNT
Expense Project Approver Denied Triggered when an Expense is DENIED by a Project Approver . Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Project Approver Disapproved Triggered when an Expense is DISAPPROVED by a Project Approver . Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Project Approver Preapproved Triggered when an Expense is PREAPPROVED by a Project Approver . Sent to the owner of the Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$PROJECT
$TIMESTAMP
Expense Project Approver Submit Triggered when an Expense is SUBMITTED for Project Approver Approval. Sent to all the Project Managers for an Expense. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP
Expense Request Customer Submitted Triggered when an Expense Request is Submitted. Sent to any Customer Approvers for the Expense Request. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP
Expense Request Manager Submitted Triggered when an Expense Request is Submitted. Sent to any Manager Approvers for the Expense Request. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP
Expense Request Project Approver Submitted Triggered when an Expense Request is Submitted. Sent to any Project Approver Approvers for the Expense Request. $COMMENTS
$VOUCHER
$MODIFIER
$OWNER
$TIMESTAMP

Leave Request Notifications

 

 

Leave Request Completed

Triggered when a leave request is set to COMPLETED. Sent to the owner of the leave request.

$OWNER

$TIMESTAMP

Leave Request Inuse

Triggered when a leave request is set to INUSE by anyone other than the owner. Sent to the owner of the leave request.

$OWNER

$TIMESTAMP

Leave Request Locked

Triggered when a leave request is set to LOCKED. Sent to the owner of the leave request.

$OWNER

$TIMESTAMP

Leave Request Manager Approved

Triggered when a leave request is APPROVED by a manager. Sent to the owner of the leave request.

$OWNER

$TIMESTAMP

$MODIFIER

$COMMENTS

Leave Request Manager Cancelled

Triggered when a leave request is set to CANCELLED. Sent to all managers in the leave request approval group.

$OWNER

$TIMESTAMP

Leave Request Manager Disapproved

Triggered when a leave request is DISAPPROVED by a manager. Sent to the owner of the leave request.

$OWNER

$TIMESTAMP

$MODIFIER

$COMMENTS

Leave Request Manager Submit

Triggered when a leave request is SUBMITTED for manager approval. Sent to the first manager in the leave request approval group.

$OWNER

$TIMESTAMP

$MODIFIER

$COMMENTS

$NEXT_APPROVER

$PERIOD_ST_DATE

$PERIOD_END_DATE

$HOURS

Person Assignment Notifications

   

Person Assignment Added

Triggered when a new person project or task assignment is added.  Sent to the assigned user.

$OWNER – assigned user

$PROJECT

$PROJ_TITLE

$TASK

$LABOR_CATEGORY

$PERIOD_ST_DATE

$PERIOD_END_DATE

$BUDGET_HOURS

$FOR_EACH – loop control variable

Person Assignment Modified Triggered when one or more person project or task assignments are modified.  Sent to the assigned user.

$OWNER – assigned user

$PROJECT

$PROJ_TITLE

$TASK

$LABOR_CATEGORY

$PERIOD_ST_DATE

$PERIOD_END_DATE

$BUDGET_HOURS

$FOR_EACH – loop control variable

Person Assignment Added/Modified from Plans Triggered when new person project or task assignments are added to replace existing ones from plans. Sent to the assigned user.

$OWNER – assigned user

$PROJECT

$PROJ_TITLE

$TASK

$LABOR_CATEGORY

$PERIOD_ST_DATE

$PERIOD_END_DATE

$BUDGET_HOURS

$FOR_EACH – loop control variable

Resource Request Notifications

   
Resource Request Modified Triggered when a resource request is modified.

$TIMESTAMP

$ID

$PROJECT

$TASK

$REQ_TITLE

$REQUESTOR

$PLANNER

$MODIFIER

$PERIOD_ST_DATE

$PERIOD_END_DATE

Timesheet Notifications

 

 

Timesheet Adjusted

Triggered when a Timesheet is adjusted. Sent to the owner of the Timesheet.

$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP

Timesheet Completed
 
Triggered when a Timesheet is set to COMPLETED. Sent to the owner of the Timesheet. $MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP
Timesheet Customer Approved Triggered when a Timesheet is APPROVED by a Customer. Sent to the owner of the Timesheet. $COMMENTS
$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$PROJECT
$TIMESTAMP
Timesheet Customer Disapproved Triggered when a Timesheet is DISAPPROVED by a Customer. Sent to the owner of the Timesheet. $COMMENTS
$MODIFIER
$NEXT_APPROVER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$PROJECT
$TIMESTAMP
Timesheet Customer Submit Triggered when a Timesheet is SUBMITTED for Customer Approval (only to customers that are assigned to the projects for that Timesheet). Sent to all customers for a Timesheet. $COMMENTS
$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP
Timesheet Inuse Triggered when a Timesheet is set to INUSE by anyone other than the owner. Sent to the owner of the Timesheet. $MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP
Timesheet Locked Triggered when a Timesheet is set to LOCKED. Sent to the owner of the timesheet. $OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP
Timesheet Manager Approved Triggered when a Timesheet is APPROVED by a Manager. Sent to the next manager in the approval group (if any) and is copied to the owner of the Timesheet. $COMMENTS
$MODIFIER
$NEXT_APPROVER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP
Timesheet Manager Disapproved  Triggered when a Timesheet is DISAPPROVED by a Manager. Sent to the owner of the Timesheet. $COMMENTS
$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP
Timesheet Manager Submit Triggered when a Timesheet is SUBMITTED for Manager Approval. Sent to the first manager in the Timesheet owners approval group. $COMMENTS
$MODIFIER
$NEXT_APPROVER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$PROJECT
$TIMESTAMP

Timesheet Minimum Hour Summary

Triggered when timesheet minimum hour reminder is run. Sent to the manager.

$DATE
$FOR_EACH
$OWNER

Timesheet Project Approver Approved

Triggered when a Timesheet is APPROVED by a Project Approver . Sent to the owner of the Timesheet.

$COMMENTS
$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$PROJECT
$TIMESTAMP

Timesheet Project Approver Disapproved Triggered when a Timesheet is DISAPPROVED by a Project Approver . Sent to the owner of the Timesheet. $COMMENTS
$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$PROJECT
$TIMESTAMP

Timesheet Project Approver Submit

Triggered when a Timesheet is SUBMITTED for Project Manager Approval (only projects that require Project Manager Approval). Sent to all Project Approver for a Timesheet.

$COMMENTS
$MODIFIER
$OWNER
$PERIOD_END_DATE
$PERIOD_ST_DATE
$TIMESTAMP

Timesheet Submission Due

Triggered when timesheet submit reminder is run. Sent to the manager.

$DATE
$FOR_EACH
$OWNER

Note: Most timesheet notification email templates also have a corresponding "Adjustment" version (see the list of examples above).  These are not listed in the table above, however, they follow the same rules as their non-adjustment counterpart.

 

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