This article covers the Approval reminder section in the Email Notifications group of the Company Settings screen. Once a week, the approval reminder e-mails managers with requests waiting for their approval and shows how many requests wait in each category. Users with the View Company Settings permission see the setting; turning it on or off, changing the day and hour and sending a test require the company admin role or the Company Permission Settings permission.
The approval reminder is on for every company at first: the e-mail goes out every Monday from 09:00 (Turkey time). You do not need to do anything; use this section to change the day or hour or to turn the reminder off.
Before you start
For requests to reach a manager's approval, the approval process must be set up in the modules (Approval Process).
For the e-mail to go out, the manager's account must have an e-mail address.
Step by step
In the left menu go to Configuration > Company settings.
In the settings menu on the left, click Approval reminder in the Email Notifications group.
The switch on the right of the card turns the reminder on or off. While it is off, no e-mail goes out and the card shows only its title; turning it on opens the day and hour fields.
In Day, pick the day of the week the e-mail goes out (default Monday).
In Hour, pick the hour (Turkey time, default 09:00).
Click Save at the bottom of the card. Click Discard to undo.
To see the content, click Send me a test e-mail at the bottom right of the card. A sample built from the requests waiting for your approval now is e-mailed to you only; it is sent even when nothing waits for your approval.
The Last sent row shows when the reminder last went out and to how many managers. Before the first run it shows Not sent yet.
Result
The reminder is checked every hour. On the day you picked, the company's reminders go out in the first check from the hour you picked on.
Each manager gets at most one reminder a week. If you change the day or hour during the week, the e-mail is not sent again that week.
The e-mail goes only to managers with at least one request waiting for their approval. A manager with nothing pending gets no e-mail.
The subject of the e-mail is "Teamso - You Have Requests Waiting for Your Approval!". It lists the pending counts under "Leave requests", "Expense requests", "Overtime requests" and "Other requests"; categories with nothing pending are left out. The "Go to Pending Requests" button opens the Teamso home page.
The counts follow the same rule as the approval list of the inbox on the home page:
Requests whose turn has come to that manager are counted (approval process level and department). At a Direct Manager level the request counts for the employee's direct manager.
Expenses at the last level count for users with the expense approval permission, and other requests at the answer step count for the responsible users of the request type.
Only requests of employees in the branches the manager is responsible for are counted.
Requests of modules turned off in your company are left out.
The e-mail goes in Turkish or English according to the recipient's language.
Common problems
Symptom: A manager got no reminder.
Cause: Nothing waited for their approval this week, the reminder already went to them this week, their account has no e-mail address, or the requests belong to employees outside the branches they are responsible for.
Fix: Check the inbox (Awaiting your approval) on the manager's home page. Adjust branch responsibility with Manage Permissions.
Symptom: I changed the hour but no e-mail came this week.
Cause: The reminder already went out this week with the earlier setting; each manager gets at most one e-mail a week.
Fix: The new day and hour apply from next week.
Symptom: The day and hour lists are greyed out.
Cause: The reminder is off, or you are not allowed to change the setting.
Fix: Turn the switch on. If you lack the permission, ask the company admin for Company Permission Settings.
Symptom: Send me a test e-mail says "The test e-mail could not be sent."
Cause: Your account has no e-mail address or the mail service did not respond at that moment.
Fix: Check the e-mail address in your profile and try again.