Send Email Alerts from Floor Check

When you do a floor check, you can send email alerts to employees from the Floor Check dialog box (for example, to notify them that they need to complete their time entry for the timesheet period or for the day).

To send email alerts to employees from the Floor Check dialog box, complete the following steps:

1. On the Timesheet toolbar, click Employees > Floor Check.
2. On the Floor Check dialog box, use the filter options to display the timesheets that you want to review.
3. Click Select in the grid for each of the timesheets for which you want to send an email alert.
4. Click Send Email.
5. Select one of the following actions:

   Option	Description
   To compose and send a new email alert	Continue with step 6.
   To select an email alert that was saved for reuse	Click next to the Subject/Message Options field and select the email message from the list.

6. To send copies of the alert to employees other than those selected on the Floor Check dialog box, click in CC to display the Employee Lookup dialog box and select the employees. You can also enter email addresses directly in CC, separated by semicolons.

   The email addresses for the selected employees display in CC.

7. To send blind copies of the alert to employees other than those selected on the Floor Check dialog box or specified in CC, click in BCC to display the Employee Lookup dialog box and select the employees. You can also enter email addresses directly in BCC, separated by semicolons.

   The email addresses for the selected employees display in BCC.

8. Enter a subject for the email alerts in Subject; you can click Insert Field to include employee-specific values from one or more of the following fields in the subject line:
   • Employee Name
   • Employee Number
   • Timesheet Status
   • Timesheet Period Ending
   • Timesheet Date (This field only has a value if you selected By Day on the Floor Check dialog box.)
   • Hours Entered
   • Hours Expected
9. Enter the alert message in Message; you can click Insert Field to include employee-specific values from one or more of the following fields in the message:
   • Employee Name
   • Employee Number
   • Timesheet Status
   • Timesheet Period Ending
   • Timesheet Date (This field only has a value if you selected By Day on the Floor Check dialog box.)
   • Hours Entered
   • Hours Expected
   To apply formatting to the message, click Edit to display the message in the Vision Text Editor.
10. If you want to save the email message for reuse in the future, click Organize to display the Organize Options dialog box, and complete the following actions:
    1. In Folder Name, select Global Options to make the email message available to other Vision users, or select Personal Options to save it only for your own use.
    2. In Save Name, enter a name for the email message.
    3. If you select Global Options in Folder Name, use Access to all roles or the Available Roles and Assigned Roles lists to specify which security roles can use the email message.
    4. If you want the email message to be the default when the Email Employees from Floor Check dialog box opens, or when you click Default on that dialog box, select the Use as Default Options check box.
    5. Click Save.
11. To send the email alerts to the selected employees, click Send.