Reminders for submitters & approvers

Do you ever need to remind your SRXP users to submit or approve expense reports on time? Set automatic reminders and forget about the hassle. 

Automatic reminders

To set-up the automatic reminders:

  1. Open the Admin panel.
  2. Click on Company information.
  3. Settings.
  4. Reminders.

Once there, you will see two panels, one for Approver reminders and another one for Submitter reminders.

 

Reminders

Approver reminders: 

To enable the approver reminders, follow these steps:

  1. Select sending channel: Email, Mobile or both.
  2. Choose sending periodicity: Set when to send the approval reminder.
    For example, if you select Send reminder after 5 days, whenever an approver fails to take action on submitted reports for more than 5 days, he/she will receive a reminder.  If you select Send reminder every 5 days, the reminder will be sent repeatedly every 5 days until that approver checks his/her pending reports.
  3. Set message Subject and Body: The reminder settings come with a ready-to-go message template. As you can see, smartkeys are used so that the message always stays relevant. The complete list of keys can be found below, in case you would like to customize the message.

Available keys:


Approver keys:
{approver.firstname},{approver.surname}, {approver.job_title},
{approver.establishment}, {approver.creditor_number}, {approver.free_field_1},
{approver.free_field_2}, {approver.free_field_3}.

Submitter keys: {submitter.firstname}, {submitter.surname}, {submitter.job_title},
{submitter.establishment}, {submitter.creditor_number}, {submitter.free_field_1},
{submitter.free_field_2}, {submitter.free_field_3}.

Report keys: {report.created.%date_format%}, {report.id}, {report.name},
{report.amount}, {report.currency}, {report.number_expenses},{report.submit_date}.

Submitter reminders: 

Setting up submitter reminders is very similar to the approver reminders set-up just described, with the only difference of the second step:

  1. Select sending channel: Email, Mobile or both.
  2. Choose sending periodicity: For the submitter reminders, you will need to choose a day of the month when to remind all submitters with open reports ( unsubmitted or rejected reports). For example, if your credit card billing cycle closes on the 28th of every month, you can set a reminder on the 4th (1 week later) to make sure that a user submit their expense reports. In addition, you can define exceptions to ignore recently created reports.
  3. Set message Subject and Body: Submitter reminders  also come with a ready-to-go message template. As you can see, smartkeys are used so that the message always stays relevant. The complete list of keys can be found below, in case you would like to customize the message.

Available keys:

Submitter keys: {submitter.firstname}, {submitter.surname}, {submitter.job_title}, 
{submitter.establishment}, {submitter.creditor_number}, {submitter.free_field_1},
{submitter.free_field_2}, {submitter.free_field_3}.

Manual reminders

To send a manual reminder, you just need to:

  • Go to the All reports page.
  • Select reports whose submitter or approver you would like to send a reminder to.
  • Click Send reminder (located right above the table).
  • Customize message subject and body if needed using the same keys as for the automatic reminders.
  • Remind. 

Manual_reminder