*
Tasks
*
Settings
 

Setting Email Options for an Employee

This topic explains how to set up email notification for certain events, enter an employee’s email address, and set the preview outbound messages option.
You can have the system notify an employee by email when any of the following events occur:
•
A document is sent to the employee for approval
•
A purchase request from the employee is received or acknowledged
•
The quotation (RFQ) process has been completed for purchases the employee requested
•
The employee initiates a process job and wishes to be notified when it finishes
Note: The employee’s email address must be entered on the employee record for email notifications to work.

To Set Email Options

1.
From the Site window, select the Personnel view. Open the employee record that you need to edit.
2.
Make sure that editing is enabled.
3.
On the Properties view, select the Options tab and then the Email tab. Select the appropriate options:
Setting Name
Description
Email Address
The email address. You can enter up to 50 characters.
Preview outbound email
Select this option to preview outbound email before it is sent by the system. If you select this option, the system will open and display emails sent when the system:
•
Mails an RFQ to a supplier
•
Mails a requestor that the RFQ process is complete
•
Mails a purchase order to a supplier
•
Notifies employees when purchases they requested have been received or services have been acknowledged
•
Notifies employees when a contract or pricing agreement is about to expire
•
Notifies planners that changes have been made to standard tasks that have been created from the task template
Note: Emails cannot be previewed when sent to notify employees of approval requests or indicator alarms.
Documents require approval
When this option is selected, the employee is notified by email of approval requests.
Note: The employee record must contain a valid email address.
Purchases requested are received
When this option is selected, the employee receives notification emails when requested purchases have been received or services have been acknowledged.
Note: The employee’s email address must be entered in order to receive notification emails.
Quotation process is completed for requested purchases
When this option is selected, the employee receives notification emails when the quotation (RFQ) process is complete for requested purchases (on work orders or requisitions).
Note: The employee’s email address must be entered in order to receive notification emails.
4.
When you are finished, save and close the employee record.