actiPLANS allows you to configure automatic email notifications for the vacation request approval process (see Leave Request Management section). Notifications are configured in the Email Notifications interface that can be found under the Settings icon of the top level menu of actiPLANS.
Notifications, when configured, are sent only to the users with enabled access to actiPLANS.
Notifications for Leave Time Managers
The system can inform leave time managers when someone creates and modifies leave requests for their assigned users. actiPLANS supports the following notifications:
Notification on new leave requests
This notification is sent when a new leave request is created for an assigned user. The notification is sent even when the created request is automatically approved.
Notification on modified leave requests
This notification is sent when user modifies an existing vacation request. This may be a request waiting for approval or an auto-approved request.
Notification on deleted leave requests
This notification is sent when user deletes his/her leave request.
Notification on changes in status of leave requests
This notification informs leave time manager about approval and rejection of the requests submitted by their assigned users performed by other leave time managers.
In addition, you can configure a reminder to be sent to leave time managers a few days prior to the starting date of the requests waiting for their approval. Date and time to send the reminder at is configured on the system settings.
You can turn each notification on or off. However, note that this will affect all leave time managers at once - you cannot turn on or off notifications sent to a specific leave time manager.
Notifications for Regular Users
The system can inform regular users when their requests are processed by leave time managers. The following notifications are supported:
Notification on approved and rejected leave requests
This notification is sent when leave time manager manually approves or rejects user’s request.
Notification on new and deleted leave requests
This notification is sent when leave time manager creates a new leave request for the user or deletes an existing request instead of rejecting or approving it.
You can turn each vacation request notification on or off. However, please note that this will affect all users at once – you cannot turn on or off notifications sent to specific user.
Parameters of Email Notifications
Configurable parameters of email notifications include:
Prefix to add to the notification subject field
You can add an optional text to the beginning of messages subject to simplify creation of message filtering rules.
Optional message footer
You can specify standard text that should appear at the end of all notification messages sent from actiPLANS.
Email address of system administrator
You can specify email address of system administrator who should be informed when actiPLANS cannot send a vacation request notification to its recipients or a user cannot recover their password.