Send reminder emails to your employees

4 min.

Expense Management has built-in features that lets you send reminder email to expense users and approvers. This can be handy when people forget to approve and submit expenses in a busy everyday life. There are two different reminder emails you can send, one to expense users and one to approvers. If an employee is both an approver and an expense user, they will receive both reminder emails.

Reminder email

The reminder email is sent to expense users when they have open submissions that haven't been sent for approval yet. You can choose your own subject in the reminder email by navigating to the Expense Management Setup page and expanding the E-mail FastTab.

By default, the subject is set to "Your documents awaiting completion", but you can enter whatever subject you like.

Next you need to set a reminder code on the Continia User Setup page. To do this, follow these steps:

Go to the Continia Users Setup page.
Select the user for which you want to set a reminder code, and select Edit.
Select the three dots on the Expense Reminder Code field.
Select a Reminder Code, and select OK.

Tip

You can customize reminder codes by changing the Max No. Of Reminders field, and/or by selecting the Levels action to set different grace periods and reminder texts.

Continia User Setup card with reminder code

Once the expense reminder codes have been set, go back to a Role Center that has the Expense Management activities, and select Send Reminder E-mail.

This will send an email to all expense users who have unfinished submissions that haven't been sent for approval yet.

Status email

The other reminder email is the status email. The status email reminds approvers of unapproved submissions that have been sent to them. Just as with the status email, you can also choose your own subject for this email. To do this:

Got to the Expense Management Setup page.
Select Setup > Web Approval.
Expand the Email FastTab.
By default, the subject is set to "Your documents awaiting approval", but you can enter whatever subject you like.

Next, simply navigate back to a Role Center that has the Expense Management activities, and select Send Status E-mail. This will send an email to all approvers who have unapproved submissions.