Mass Email Process

This process provides the ability to select a group of employees based on a wide range of selection and send those employees an email message.  This process uses the payroll email address as defined on the employee's master screen.  This process runs on-line as well as in batch, but it is recommended you run in batch if you are email any quantity of employees.

Both the selection criteria values allow the use of the wild card '?'. The '?' character means that element value is to be taken from the employee's code to form a new selection code. For example, you could enter a selection cost center with the value of ?????????8, meaning select all employees where the function line cost center has the last character equal to an 8 regardless of the other characters. When both selection criteria are entered the employee must match on both criteria in order to be selected.

The Employee Mass Email process can be used to email employees their PDF Statement password by using the special code &PASSWORD in the Email Message. Employee PDF Statement password must be activated through the Password On PDF Statements field in the User Specific Parameter Profile. The code &PASSWORD will be replaced by each applicable employee's password. For example, when the Email Message is "Your individual statement password is &PASSWORD." Each selected employee will receive this message with their PDF Statement password replacing the code word &PASSWORD. Employees with no password will be omitted.

When Web Timesheet Entry is licensed, the Employee Mass Email process can be used to email a reminder notice to those employees who have not yet entered a Web timesheet for a given week. When the special code of &WEBTIMESHEET<YYYYMMDD> is included in the Email Message the email message will only be sent to those applicable employees with no Web Timesheet. Only employees with the Web Time field set to 'Y'es on the employee's Pay Master screen will be included when this feature is used. The YYYYMMDD part of the special code being either an actual date or YYYYMMDD meaning the previous week Sunday to Saturday based on the current date.  The code '&WEBTIMESHEET<YYYYMMDD>' is not printed on the email notice, that section of the message is blanked out so it should appear at the end of the message.  Before you submit the process, a message will display that verifies the Web timesheet date to be used and the Sunday to Saturday week being verified.  You can also enter '&WEBTIMESHEET<YYYYMMDD TO YYYYMMDD> where the YYYYMMDD must be actual dates.  This feature allows you to define any date range required.  Employee's with no web timesheet for the date range defined will be emailed a notice.  

An additional feature available with the &WEBTIMESHEET option is the code <SUNDAY to SATURDAY> that can be defined as part of the email message to the employee. The SUNDAY and SATURDAY will be replaced with the applicable dates on the actual email message. This feature allows you to create a default message for this purpose and have part of the message state, 'This email refers to the week <SUNDAY to SATURDAY>' and the applicable dates will be displayed on each run.

This process includes the option to maintain multiple sets of stored prompts.

Name the prompt sets by defining a title up to 10 characters, with a 30-character description. The prompt set description will be included on the header of the report.

On the first prompt click the Report Defaults icon to select an existing set of prompt values.

Select Employees by Code

Enter a 2-character code to define the field to use for employee selection

• Employee Number – EM
• Salary Grid – GR
• Pay Cycle Code – CY
• Pay Type – PT
• Pay Code - PC
• Cost Center – CS
• Occupation Code – OC
• Employee Type – ER
• Shift Code – SC

When Employee Selection is by Employee Number:

Report All or Selected Employees 

When employee selection is by any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The list of values entered will determine if an employee's function line matches the selection criteria.  An employee must have at least one function line match to be selected.

When Selection by GL Account was Selected:

Select by Default Earnings GL or Deduction GL

• Enter 'E' to do employee selection based on the employee's default earnings GL account.
• Enter 'D' to do employee selection based on the employee's default benefit GL account.

Enter GL Account for Employee Selection

• Enter one or more GL codes to be used for employee selection. GL codes may include the wild card character '?'.
• Enter 'BLANK' to indicate selection will occur when the employee's GL account is empty.

Select Employees by Alternate Code

Enter a 2-character code to define which field to use for employee function line selection. Use look-up to scroll through the list of options. When both selection criteria are defined, the employee must have at least one function line that meets both criteria for the employee to be selected.

• Employee Number – EM
• Salary Grid – GR
• Pay Cycle Code – CY
• Pay Type – PT
• Pay Code - PC
• Cost Center – CS
• Occupation Code – OC
• Employee Type – ER
• Shift Code – SC

Include Employees Terminated / On Leave / Both

Enter Deduction Codes for Employee Selection

Enter one to 25 deductions to be used for employee selection. When a deduction list is entered, only those employees that have at least one of the deductions will be selected.  When multiple selection criteria is defined, the employee must meet all selection criteria in order to be selected.

Report Only or Process

• Enter 'R' to generate a report only.
• Enter 'P' to generate a report and email the message to all selected employees.

Send Copy to Email Address

• Enter a valid email address where a single copy of the email message should be sent.  You could email a version of all messages to yourself as well as the employees in order to keep track of what messages have been sent. The Send Copy email follows all employees' emails have been processed so the last employee emailed will be the default values for the Send Copy.

Optional Reply-To Email Address

• Enter the email address the email is from. This will display to the email recipient as the 'From' email address.  Although this is an optional feature you may want to redirect the 'From' email to an account that can accommodate all the automatic responses generated by the employee's email accounts (out of office, invalids etc.).

Subject Line

• Enter the Subject Line message. A Subject Line is required.  Use the look-up for a list of code words to be added to the Subject line.  These code words will be customized per employee.
  
  • &ID = Payroll Id
  • &EMPNO = Employee Number
  • &EMPDATE = Emp # & Date
  • &NAMEDATE = Emp Name & Date

Email Message

• Enter the email message as it should appear in the email to the employees. The email message may be up to 25 lines of 80 characters for a total of a 2000-character message.

Use the special code &PASSWORD to report the employee's PDF Statement password, when applicable.

Use the special code &WEBTIMESHEET<YYYYMMDD> to email a notice to those applicable employees who have not yet entered a web timesheet for a given week.

A report lists the following:

• The employee number and name
• The employee's status, if applicable
• The employee's email address plus Client Email Domain, when applicable
• Processing message – indicates sent, error or No Address
• The total number of employees to be emailed, total errors, total without email address

The final page of report lists:

• Selection Criteria
• Copy email address
• Subject Line Value
• Email Message