Setting up reminder codes for email reminders
You can use reminder codes to create different levels of reminder emails to send to expense users. Each level outlines the frequency of notifications sent and how many times they are sent. For example, you can set a maximum number of reminder emails to be sent to a user.
Set up email reminders
It's important define your reminder codes.
To locate and set up reminder codes in Business Central:
Search () for and select Reminder Codes (Continia Expense Management).
Note
For older versions of NAV, go to: Departments > Administration > Application Setup > Expense Management > Users & Approvals > Reminder Codes.
On the action bar, click Levels > Edit List.
For each entry in the Reminder Levels list, add the relevant information from the following Reminder codes definitions table.
Reminder codes definitions
Refer to the following table to better understand the information you need to set up reminder codes.
| Field | Definition |
|---|---|
| Reminder Code | Identifies the reminder, for example, an Employee or Manager. You will see this code used on the Continia User Setup Card under Expense Management > Reminder Code. |
| Max No. of Reminders | Specifies the maximum number of reminders to be sent. If you are using multiple levels, you must set the maximum for each level. |
| No. | This represents the reminder level. You can use multiple reminder levels to specify how often you want notifications sent. The following example uses five levels and has set different grace periods for each to ensure every possible scenario is covered:
Based on the above example, you could set up a scenario that uses multiple levels (levels 1 and 2 for example). So the first notification is sent out after three days (Level 1), then is followed up with a daily reminder (Level 2) thereafter until the notifications sent reach the set maximum number of reminders limit. |
| Grace Period | The period after which a reminder notification is sent/the next reminder level is calculated. It is good practice to specify a grace period for each level so the user is not spammed by emails. |
| Reminder Text | The description appropriate for the reminder level. For example, it could describe the action you want the user to take for that reminder level, such as, "Please complete your expenses as soon as possible". |
| Reminder Level | Shows which reminder level is currently in use. |
| Dates | The system chooses a start date that is before the grace period begins. The start date is derived from the following fields: Date Created and Document Date/Registration Date/or (in the case of expenses, mileages, and per diems) Departure Date. |
Monitoring reminders
For a better overview, you can follow the progress of all the reminders being sent out by adding specific columns to the documents page of Expenses, Mileages, or Per Diems.
To add reminder overview columns:
- Search () for and select Settings.
- Click Personalize.
- On the action bar, click +Field.
- Under Add Field to Page, select the Current Reminder Level field and drag it to where you want it in the table.
- Select the Next Reminder field and drag it to where you want it in the table.
- Click Done.