By default, users' notifications preferences are turned off. Once proper training has been provided to the Submitters, Approvers and Accounting users, Admins can enable the notifications. This is to give users the opportunity to understand what notifications they get and when.
To update any of your organization's Expense Reports notifications, go to the Settings Manager module from the top of your screen.
Then click on Communication navigation menu from the left side of your screen.
The Communication window will open with all available options.
By clicking on the Enable Email Notifications checkbox, you can pick the options to:
- Notify approvers and accounting about reports sent for review
- Notify authors about reports sent to accounting
- Notify authors about accounting-approved reports
- Notify authors about declined expenses
- Notify approvers and accounting about reassigned expenses
- Notify users about imported transactions
Each of the notifications will display the template message for each which you can customize as necessary:
Notify approvers and accounting about reports sent for review
- An expense report has been sent to you for review.
- Notify authors about reports sent to accounting
- N/A
- Notify authors about accounting-approved reports
- Your report has been approved.
- Notify authors about declined expenses
- An expense in your report has been declined. Please review your expense report to review any declined expenses. Make all necessary changes then please resubmit your declined expenses for approval.
- Notify approvers and accounting about reassigned expenses
- Notify users about imported transactions
- You have new credit card transactions added to your ExpensePoint™ system. Please log into the Expense Manager to assign these transactions to your expense report(s)
When the relevant action/event happens during the Expense reporting process, users will be getting appropriate automatic notifications.
By checking the Enable Email Notifications checkbox, it will automatically enable most of the notifications, except:
- Notify authors about reports sent to accounting – we recommend not to turn this on unless employees are not happy with the approval durations.
- Notify approvers and accounting about reassigned expenses – this will move the report back to the initial stage in the approval process
If necessary, you can enable these as well by checking their corresponding checkboxes.
The template content of each notification is editable, and you can modify the message of the notification, as necessary.
After making any updates to the notification's communication click Save to save them.
Watch the video below about the Communication Settings.