Create Email Notification Template for in email approval

An email notification template can be created that displays the contents of a timesheet and actions to be able to Approve, Reject or View the timesheet directly from the email.

Where this feature is used, the agency needs to consider the risk that whilst the email will be dispatched to the intended recipient's email, there is no validation that the person clicking on the approve or reject actions in the email, is the actual timesheet approver as there is no login (authentication) process required. For example the email could be forwarded to another user who would be able to approve or reject the timesheet.

Merge tags are inserted into the template body to display the timesheet components you require to be viewed in email notification. Special merge tags are also used to display the Approve, Reject and View actions. This provides a flexible process whereby an Agency can determine the amount of information they require to be available in these notification items.

The special merge tags described in step 15. below, will only work (render data) where the template is assigned to a timesheet notification where the 'Type' is Immediate and the 'Trigger' is Submitted. For details on setting up notifications, click here.

To make the creation of in email approval notifications easier, and to provide you with a styled presentation, a default template is available within Maintenance > Time & Attendance > Template, called FT Template Approve-Reject Submitted TS via Email. The steps below describe the process to locate and copy the body contents of this item into a new email template, so you can make any changes required.

A one time use token is embedded in the Timesheet Submitted Actions to provide the recipient with the ability to complete an action on the timesheet via the email. Once the notification email has been dispatched to the recipient, this token will expire automatically after 7 days for security purposes.

To create an email notification template, incorporating the body of the FT Template Approve-Reject Submitted TS via Email.

1.	Go to Time & Attendance > Maintenance > Notification Templates. The Template Maintenance screen opens.
2.	In the Left Hand Categories pane, select Timesheet. Nested folders display for Email / SMS / Notification.
3.	Click on the 'Email' folder. In the Right Hand pane, a list of Email Templates display.
4.	To copy the contents of the FastTrack template, within the list click on the item called FT Template Approve-Reject Submitted TS via Email. Note: If you do not wish to use this template, you can create your own template body by using the component merge tags described in point 15. below, to display the sections of the timesheet, and the existing merge tag items as described in Creating Notification Templates, point 7 - to display the timesheet header data you require.
5.	Click Action, then Edit. The template opens in edit mode.
6.	Within the body menu items, click Tools, then Source code. A pop up displays with the body element's source code.
7.	Click into the body of the source code. Hold down the Ctrl then A key on your keypad. The source code in the pop up is highlighted.
8.	Whilst the contents are highlighted, hold down the Ctrl then C key on your keypad. The highlighted source code is copied.
9.	Click Add Template. The Create Template screen displays for the selected type.
10.	In the Template Name field, type a descriptive name under which the notification template will be saved.
11.	In the body menu items, click Tools, then Source code. A pop up displays with the body element's source code.
12.	If you want to maintain the existing source code, click at the end of the last line and put in a return (click enter on your keypad). If you do not want to keep the existing source code, highlight and select delete.
13.	Click in the source code pop up (below existing source code if you are keeping this). Hold down the Ctrl then V key on your keypad. The email template body copied source code is pasted into the pop up.
14.	Click Save. The pasted source code is saved. You should see the replicated template in the body of your new email template.
15.	Make any changes required to the template. For descriptions of available field merge tags, see item 7. in Creating Notification Templates. Timesheet Details - Renders all of the individual components in one merge tag, with the same styling as the timesheet in FastTrack360. Attendance / Absence, Additional Items, Reimbursements, Attachments, Comments Timesheet Attendance Summary - Incorporates: Timesheet Attendance Section items and the Additional Items section, grouped by Date, so for example a user could have an attendance item on one date and below it an additional item for the same date; Project Items - displays the total number of project items in the timesheet; Breaks - shows the total break time for the work date item Timesheet Project Summary - Displays a summary version time against Project Codes for the Timesheet period, grouped by Project Code (no dates) Timesheet Reimbursement Summary - Displays a table of reimbursement items claimed for the Timesheet period, including Day, Item, Net, Tax and Total Timesheet Summary Link - Displays number of comments, number of attachments and number of project codes. Includes a link to the login page, and when user logs in takes them straight to the timesheet. Timesheet Work Period - Shows the Start Date and End Date for the timesheet. Timesheet Submitted Actions - Displays active actions (images with hotlinks) for Login, Approve, Reject. Approve Text Action - Renders in the email as hotlink text Approve, and where clicked approves the timesheet. Login Text Action - Renders in the email as hotlink text Login, and where clicked takes the user to the login page. Reject Text Action - Renders in the email as hotlink text Reject, and where clicked rejects the timesheet.
16.	Click Save. A confirmation message is displayed indicating that the template has been saved.

Screenshot below of the FT Template Approve-Reject Submitted TS via Email

Screenshot below of what a recipient will see in the approval email where the above template is used:

FastTrack360 Online Help

Create Email Notification Template for in email approval

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