Setting Up Automated E-mail Reminders 49 2.    Details of the incoming mail server (required if offline timesheets or expenses sheets will be used; see How Offline Timesheets Work on page 10 for more information) 3.    Details of the outgoing mail server, including any SMTP authentication settings 4.    How often (in hours) the system should try to re-send e-mails after failure Testing your E-mail Server Setup To ensure your e-mail server settings are entered correctly: 1.    Send a broadcast message (see Setting System Preferences for Notifications of Overdue Items on page 49). 2.    Review the RTServer.log file on the Web TimeSheet server, typically located at C:\Program Files\Replicon Inc\Web TimeSheet\APP. Customizing E-mail Notifications Web TimeSheet provides a set of e-mail notifications to remind users to complete their responsibilities. There are two types of e-mail notifications: • Single notifications, which remind a user about a specific timesheet, booking, or expense sheet (e.g. “Jane Avery’s timesheet is waiting for approval.”) • Batch notifications, which inform supervisors and project leaders which group of users are delin- quent in completing a task (e.g. “The following user’s timesheets are waiting for approval.”) E-mail notifications can be configured at: Administration > Communications > E-mail Notifications Each e-mail notification can be customized to fit your organization’s needs. You can choose: 1.    Whether the notification is enabled to be sent to users (notifications can also be enabled/disabled for individual users in their profile) 2.    The e-mail address that will receive users’ replies to the notification 3.    The text that appears in the Subject line of the e-mail 4.    The contents of the e-mail, which you can edit or add to as you wish. Tags are available to provide information specific to the timesheet, time off booking, or expense sheet the e-mail pertains to. For example, to include the timesheet approver’s name in the “Timesheet is waiting for approval” e-mail notification, ensure the $APPROVERNAME tag is included in the body of the e-mail. 5.    If applicable, when the e-mail should be sent. It is recommended that you set e-mails to be sent early in the morning, when the e-mail server is not being highly used. Setting System Preferences for Notifications of Overdue Items You can change how the system handles re-sending notifications when approvals or submissions are over- due. These preferences can be configured at: Administration > System > System Preferences > Notification section You can specify the following settings: 1.    Whether e-mail reminders should be sent everyday when submissions or approvals are overdue 2.    Whether those notifications should be sent on the user’s typical non-working days