TimeWorksPlus Knowledge Base

Daily Auto Email

Last Updated: Feb 01, 2017 01:33PM MST
The Daily Auto Email is a report that you or your client can setup as a subscription. The report can automatically send out daily at a defined time and include all punch activity from the previous day as well as summaries for the week and pay period.

The report operates differently depending on whether your client is using TimeWorks or TimeWorksPlus, so choose the proper section below.
 

TimeWorksPlus

  1. Click on Reports (left hand frame)
  2. Click Daily Auto Email Report
The top portion allows you to send or view a report now
  1. Choose an existing supervisor or client view login from the dropdown.  Using this will do two things, it will limit the employees on the report based on the supervisors visibility settings and it will auto populate the Recipient E-mail with the login’s e-mail,  If it does not fill in with the e-mail, then reclick Daily Auto E-mail in the Reports Menu and repeat. You can bypass the Login portion and just enter an e-mail, but this will not apply and supervisor visibility rules to the report.
  2. Choose an optional group filter (based on your employee groups). This is not necessary if you are using an existing Supervisor level login and you want them to receive the report for their all assigned employees. The report will be pre-filtered based on their Employee Visibility Settings in Login Maintenance. Only use this if you want to further filter the report to a sub-set of employees.
  3. Choose a date
  4. Click Send Now to send the e-mail or View Now to view on the screen
In the second section you can create a daily subscription
  1. Choose an existing supervisor or client view login from the dropdown.  Using this will do two things, it will limit the employees on the report based on the supervisors visibility settings and it will auto populate the Recipient E-mail with the login’s e-mail. You can bypass the Login portion and just enter an e-mail, but this will not apply and supervisor visibility rules to the report.
  2. Choose an optional group filter (based on your employee groups). This is not necessary if you are using an existing Supervisor level login and you want them to receive the report for their all assigned employees. The report will be pre-filtered based on their Employee Visibility Settings in Login Maintenance. Only use this if you want to further filter the report to a subset of employees.
  3. Click “Save” on the left side
  4. After the subscription is saved, there will be options to delete or deactivate the subscription as well as send an e-mail now.
Reporting Date / Cut Off Times
IN punches that are generated on the reporting date will show their matching OUT punch even if it happens on the next day if the OUT punch is transmitted to us before the report is sent. As an example:
  • Employee clocks IN at 11:00pm of the Daily Auto Email report date.
  • Then clocked OUT at 6:00am on the next day (non report date).
If the report send time is after 6:00am say for example 7:00am those OUT punches at 6:00am will show on the report also.

TimeWorks

The Daily Auto Email Report reports on all punches for the previous day UP TO the reports send time you configured in the "Requested Send Time" field.

To set someone up for this e-mail you need to go to the Reports menu and then click on the Daily Auto Email Report link then click on the Add New Recipient link. Enter the e-mail address and set up the filters for the person getting the e-mail. The filter will dictate which employees are included on the recipient's report.

Setting Employee Filter
Filters can be set by Department, Location, or Supervisor. You cannot filter by more than one department, location or supervisor.

When setting up a Daily Auto Email, it's common practice to want to set up a filter for Department or Supervisor. One may setup the Department = 1,2,3,4,5 signifying that said Supervisor has access to any employees with a Home Department of 1,2,3,4 or 5. The system however sees the filter blank as a string and not as comma seperated values. So, 1,2,3,4,5 to the system looks like one department with a bunch of silly commas thrown in! 

Keep in mind that whatever is in the Employee's Setup, has to be copied exactly in the filter field. So if a Supervisor will get emails on depts. 1234 and 5678, you'll have to set up his email address twice, once for each dept.

Ex: 
supervisor@email.com Department = 1234
supervisor@email.com Department = 5678

There you have two distinct lines going to the same email address. Again this is wrong:
supervisor@email.com Department = 1234,5678

The most important point to remember is that the filter does NOT notice commas, so anything in that filter has to match what is in Employee Setup exactly on a one time instance.

Reporting Date / Cut Off Times
IN punches that are generated on the reporting date will show their matching OUT punch even if it happens on the next day if the OUT punch is transmitted to us before the report is sent. As an example:
  • Employee clocks IN at 11:00pm of the Daily Auto Email report date.
  • Then clocked OUT at 6:00am on the next day (non report date).
If the report send time is after 6:00am say for example 7:00am those OUT punches at 6:00am will show on the report also.

Hours Totals Summary Column Headers
  • DAY-NON OT: Non overtime hours for the day of the report
  • DAY-OT: Overtime hours for the day of the report 
  • PTD-NON OT: Non overtime hours for the pay period
  • PTD-OT: Overtime hours for the pay period
  • WTD HRS: Non overtime worked hours. Meaning the employee clocked in and out or a manually added punch with actual in and out times for the week.
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