Email setup for e-Leave module

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In the e-Leave module, there are some processes which can auto send acknowledge email to applicants or approvers about the process such as leave application information and approval status. Actually, user can configure the email sending behavior and those email templates with preferred wordings instead of using the standard one. The wordings can be fixed or dynamically by insert some variables just like the concept of “mail merge”. Please follow below steps to do the configuration.

Steps

1. Click the [ Web Module Setup ] button from the main screen toolbar

2. Select the [E-mail Settings] tab

3. Select an email type from the list. There are several type of process which are related to sending email as shown below :

Process type	Description
Apply Leave	When a staff submit a leave application, an email can be sent to inform approver(s).
Remove Leave Application	When the leave application has not yet approved, the staff click the [Remove] button to cancel such leave application, an email can be sent to inform approver(s).
Approve Leave Application	When the leave application has been approved, an email can be sent to applicant / preceding approver(s) to inform leave application approved.
Reject Leave Application	When the leave application has been rejected, an email can be sent to applicant / preceding approver(s) to inform leave application rejected.
Apply Leave Cancellation	When a staff submit a “leave cancel application”, an email can be sent to inform approver(s).
Remove Cancel-Leave Application	When the “leave cancel application” has not yet approved, the staff click the [Remove] button to cancel such “leave cancel application”, an email can be sent to inform approver(s).
Approve Cancel-Leave Application	When the “leave cancel application” has been approved, an email can be sent to applicant / preceding approver(s) to inform leave cancellation approved.
Reject Cancel-Leave Application	When the “leave cancel application” has been rejected, an email can be sent to applicant / preceding approver(s) to inform leave cancellation rejected.
Forget password	When a user click forget password in the Login screen, after user identification, an email with a new reset password can be sent to the user.

4. For the option “Send email to :”, select your preferred email sending behaviour for the selected process type. Please note that different process type has different options. Please see below table for details :

Process type	Send email behaviour
Apply Leave	Not sending email	Scenario 1 : Applicant submitted Leave application, pending at Approver1 Scenario 2 : Applicant submitted Leave application, approved by Approver1, pending at Approver2
Apply Leave	Send email to next approver only	Scenario 1 : Applicant submitted Leave application, pending at Approver1 Scenario 2 : Applicant submitted Leave application, approved by Approver1, pending at Approver2
Remove Leave Application	Not sending email	Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant cancel leave application
	Send email to next approver only	Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant cancel leave application
	Send email to next approver and cc ALL other preceding approver(s)	Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant cancel leave application
Approve Leave Application	Not sending email	Scenario 1 : Final approved by Approver2
	Send email to applicant only	Scenario 1 : Final approved by Approver2
	Send email to applicant and cc ALL preceding approver(s)	Scenario 1 : Final approved by Approver2
Reject Leave Application	Not sending email	Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2
	Send email to applicant only	Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2
	Send email to applicant and cc ALL preceding approver(s)	Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2
Apply Leave Cancellation	Not sending email	Scenario 1 : Applicant submitted Leave application, pending at Approver1 Scenario 2 : Applicant submitted Leave application, approved by Approver1, pending at Approver2
Apply Leave Cancellation	Send email to next approver only	Scenario 1 : Applicant submitted Leave application, pending at Approver1 Scenario 2 : Applicant submitted Leave application, approved by Approver1, pending at Approver2
Remove Cancel-Leave Application	Not sending email	Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant cancel leave application
	Send email to next approver only	Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant cancel leave application
	Send email to next approver and cc ALL other preceding approver(s)	Scenario 1 : Pending at Approver1, Applicant cancel leave application Scenario 2 : Approver1 approved, pending at Approver2, Applicant cancel leave application
Approve Cancel-Leave Application	Not sending email	Scenario 1 : Final approved by Approver2
	Send email to applicant only	Scenario 1 : Final approved by Approver2
	Send email to applicant and cc ALL preceding approver(s)	Scenario 1 : Final approved by Approver2
Reject Cancel-Leave Application	Not sending email	Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2
	Send email to applicant only	Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2
	Send email to applicant and cc ALL preceding approver(s)	Scenario 1 : Rejected by Approver1 Scenario 2 : Approved by Approver1, Rejected by Approver2
Forget password	Not sending email
Forget password	Send email to applicant only

5. Enter your preferred email subject for the selected process. You may either put a fixed text or text with variables. See below examples.

TIPS

If the subject / header / footer are empty in the input box, the system will use the default value for these items to send e-Mail.

NOTE

To find the supported variables list, please refer to http://www.ecpayroll.com.hk/usermanual/HTML/9-Additional%20Information/ecPayrollLetterVarList.pdf

Example	Output
Leave application	Leave application
Leave application from !!#staffid	Leave application from A0001
Leave application from !!#staffid - !!#name1	Leave application from A0001 – Chan Tai Man
Leave application from !!#staffid - !!#name1 (!!#dept)	Leave application from A0001 – Chan Tai Man (IT)

6. Enter your preferred email Header. The header will be shown in the top of the email content.

Example	Output
Please process the leave application within 3 days.	Please process the leave application within 3 days.
Please find the leave application details below :	Please find the leave application details below :