Admin Setup - Email Messages

Overview

Unanet has the ability to send out email messages for a variety of purposes. Many of these messages (but not all) can have their subject and body customized per your specific needs via "email templates". Maintenance of the various types of email templates has been sub-divided into the following three categories (each of which has its own Admin >> Setup screen for template management):

Email Messages -- These messages relate to the Unanet Financials functionality.
Email Reminders -- These messages can be either manually invoked or scheduled to be sent at certain times and remind users to perform specific Unanet tasks (i.e. 'Submit your timesheet' or 'Address your Approval Queue', etc).
Email Notifications -- These messages are triggered by system events such as a user submitting their timesheet (notifications lets you know that there is a new item in your approval queue to be addressed), or scheduled Project Alerts.

This help page addresses the Email Messages email templates.

Email Messages can be customized for the following email message types:

Invoice Send - Customize the content of the email messages sent with emailed invoices. Specific templates can be identified at the project level via the Project >> Billing >> Invoice Setup >> Contacts tab. There is one default Invoice Send email template which cannot be deleted and has several attributes restricted from modification.
Purchase Order Send - Customize the content of the email messages sent with emailed purchase orders. Specific templates can be identified for the POs on the Purchase Order >> Form tab.

Note about sending emails to your own email address: When testing the email functionality, do not use the same email address for both the sender and receiver. When the system attempts to send an email, it checks to see if the email it is sending to is equal to the email address of the user that sent it. If they match, no message is sent.

Roles

This screen is available to users having the Administrator or P&R Administrator role.

License

This screen is available with any Unanet licenses.

Topics covered on this help page include:

Example screen
Field Descriptions
Include Custom Links in Email Body (to allow users to quickly jump into your Unanet system)

Example Email Messages maintenance screen:

Field Descriptions (click on a link below for additional information):

List - Icon Controls (To edit a email notification subject and/ or message)
Type
Name
Description
Active

When populating the Subject and Message, each Template Type also have available a number of special variable tags that can be embedded in the message to provide additional customized content. For example, if you would like to include the project code in the body of your message, adding $ProjectCode to the message will allow the actual project code to replace this tag when the email is sent.

The following table contains a complete list of Template Types with their corresponding Descriptions and list of possible special variable tags:

Template Type

Description

Available Variables

Invoice Send

E-mail is sent to customers that have invoices.

$PROJ_ORG_NAME

$PROJ_ORG_CODE

$INVOICE_NUMBER

$INVOICE_AMOUNT

$INVOICE_DATE

$LEGAL_ENTITY_NAME

$LEGAL_ENTITY_CODE

$PROJECT

$PROJ_TITLE

$CONTRACT_NUMBER

$ORDER_NUMBER

$BILL_TO_CONTACT_NAME

$BILL_TO_CONTACT_FIRST_NAME

$BILL_TO_CONTACT_LAST_NAME

$REMIT_TO_CONTACT_NAME

$REMIT_TO_CONTACT_FIRST_NAME

$REMIT_TO_CONTACT_LAST_NAME

Purchase Order Send

E-mail is sent to customers that have purchase orders.

$ORIG_DOCNUMBER
$MOD_NUMBER
$DOCUMENT_AMOUNT
$LEGAL_ENTITY_NAME
$LEGAL_ENTITY_CODE
$BILL_TO_CONTACT_NAME
$BILL_TO_CONTACT_FIRST_NAME
$BILL_TO_CONTACT_LAST_NAME
$REMIT_TO_CONTACT_NAME
$REMIT_TO_CONTACT_FIRST_NAME
$REMIT_TO_CONTACT_LAST_NAME
$COMMENTS

Note: At the time an Invoice is sent, the values substituted for the following fields: ($BILL_TO_CONTACT_NAME, $BILL_TO_CONTACT_FIRST_NAME and $BILL_TO_CONTACT_LAST_NAME) will all be derived from the values related to the current Bill To Contact associated with the project (i.e. on the Project Profile >> Billing >> Invoice Setup screens). This may differ from the Bill To Contact that was in place when the invoice was originally created, but the assumption is that the value currently stored on the project is the value that should be used.

Include Custom Links in Email Body

Including a URL in the body of an email notification can allow your users to quickly access your Unanet system directly from the email notification. The following URL examples may be of particular interest:

http://your.unanet.domain.name/unanet/action/time/current (where "unanet" is your specified context) Including a link like this in the Timesheet Submit Reminder or Minimum Hour Reminder email will allow your users to directly access their current timesheet from the email body.

Many of the URLs that you could consider including in the body of an email template can be identified by simply copying and pasting the URL associated with a particular screen. Do note that these may change from time to time and you may need to update a URL should you move your Unanet system or upgrade to a newer version of Unanet.