Create a Saved Search that Triggers an Email Alert to be sent to Expense Report Approvers

Alternate Solution to Enhancement 122291 - Please provide an option to customize the email template being sent to supervisors in approving time expense reports and be able to send different custom email alerts per subsidiary.

Step 1: Disable the preference 'Automatically Notify Supervisor' by going to  Setup> Accounting> Accounting Preferences> Time & Expenses

Step 2: Create a Saved Search that will trigger email alert notification

1. Navigate to Transactions > Management > Saved Searches > New

2. Select Transaction
3. On the Criteria tab: add the following:

    Type = Expense Report
    Status = Expense Report: Pending Supervisor Approval
    Subsidiary = Parent Subsidiary
    Main Line = is True

4. On the Results tab > please add the following fields:

    Requestor Fields... > Name
    Requestor Fields...> Expense Approver

5. On the Email tab > Customize Message subtab : Create the custom message that you want to send, like the Expense Report Number and amount and the employee who the entered the Expense report

 Sample:

     Hello {requestor.approver}

     You have an Expense Report to Approve : ER # {number} amounting to {amount}

     Please log in to your Employee Center to approve the expense Report.

     Thanks.

4. On the Email Tab > Recipients from Results tab > add

    Requestor Fields... > Expense Approver

*** Note: These steps are applicable if the field 'Expense Approver' is being used instead of the 'Supervisor' field and the Expense Report amount is within the Approval limit of the Expense Approver hence no need for a secondary approver.

The email notification for Expense Report approval is only sent to Supervisors if the field 'Expense Approver'  on the employee record is empty. If the user uses both fields, meaning there are certain employee records with 'Expense Approver' and some only have 'Supervisor', the user needs to create a second saved search to trigger the email alert to be sent to Supervisors.

Here are the steps:

1. Navigate to Transactions > Management > Saved Searches > New

2. Select Transaction
3. On the Criteria tab: add the following:

    Type = Expense Report
    Status = Expense Report: Pending Supervisor Approval
    Subsidiary = Parent Subsidiary
    Main Line = is True
    Requestor Fields... > Expense Approver = is Unassigned

4. On the Results tab > please add the following fields:

Requestor Fields... > Name
Requestor Fields...> Expense Approver

5. On the Email tab > Customize Message sub tab : Create the custom message that you want to send, like the Expense Report Number and amount and the employee who the entered the Expense report

     Sample:

     Hello {requestor.supervisor}

     You have an Expense Report to Approve : ER # {number} amounting to {amount}

     Please log in to your Employee Center to approve the expense Report.

     Thanks.

4. On the Email Tab > Recipients from Results tab > add

    Requestor fields...> Supervisor