e-xpense uses email messages as a means of communication between employees, approvers, and group expense keepers.
These email messages occur automatically at the time of the events that trigger them. The only actions required on your part are to turn on the Create Automatic Emails for e-xpense check box on the Parameter Setup screen, and to enter an email address in the employee record of each employee, approver, and group expense keeper.
On the e-xpense Forms screen, you can select on a form-by-form basis whether employees and group expense keepers receive emails for certain actions. Approvers, however, always receive emails for all relevant actions, regardless of your settings for the form.
To help you understand the e-xpense email message system, read the following topics.
Rules that e-xpense uses for sending emails.
Examples of how e-xpense determines when to send emails. To simplify the examples, we assume that all approvers are part of the same approval level.
Example 1: Required, optional, and delegated approvers.
Example 2: Required and delegated approvers.
Formats for all of the email messages that e-xpense sends to users:
Email approver when an employee or group expense keeper submits an expense form
Email approver when all previous-level approvers approve an expense form
Email user when an approver rejects an expense form
Email approver when another approver rejects an expense form that s/he already approved
Email employee when an expense form is fully approved
Email employee and approver when another approver changes the status from Rejected to Partially Approved
Email employee and approver when another approver makes changes and approves
Email user and approver when another approver makes changes and rejects
Email employee when a group expense keeper creates or changes an expense form
Email approver when another approver forwards to him/her
Email approver when an approver sends a forwarded expense form back to him/her