Using the Mass Utility

Transcription

1 Using the Mass Utility All ideas and information contained within these documents are the intellectual property rights of HKP. These documents are not for general distribution and are meant for use only by HKP and trusted partners. Unauthorized distribution of these documents, in any form or means including electronic, mechanical, photocopying or otherwise is prohibited.

2 Contents 1 Introduction Mass Utility tab Override From Address Override Address Template Subject Attach Document Text Eligibility Rules Eligibility Report Send History tab Grid Toolbar Batch Details Add Notes Notes... 9

3 1 Introduction There are many times when you might need to send an to all employees or a group of employees. The Mass Utility allows you to send a mass to a selected group of employees. Send out a pay stub availability notice, a company wide announcement or any that must be sent uniformly to multiple employees using this feature. The Mass Utility provides the following abilities: Enter a From address Create and select an template and update the subject and text for that template Enter a subject and text without selecting a template Attach a document Apply eligibility rules to filter employees that receive the Preview a report that displays the text, eligibility rules applied, and a list of employees that will receive the View history records for each sent with a batch report that displays the text, eligibility rules applied, and a list of employees that received the Attach notes to each history record HKWorks 3 October 2013

4 2 Mass Utility The Mass Utility is used to send an to a group of employees tab Choose Client Management > Mass Utility and click the tab Override From Address Select Override From Address to enter an address that will display in the sent s From address. Note: If an override address is used and employees are not receiving s, the user should follow the instructions in the text that is located at the top of the From section. Either the clients IT department or their provider must add an entry to their company s domain SPF record Override Address This input field is enabled and required when you the Use Override From Address checkbox is selected. It is otherwise disabled, and the standard validation is used. HKWorks 4 October 2013

5 Template Not required. The drop-down menu displays all Active client templates. If an template is selected, the subject and text fields will be populated with the subject and text of that template. The subject and text fields will be enabled for updating Subject Required. If an template was selected, this field will be populated with the subject from that template. This can be updated. If an template was not selected, the user is required to enter data Attach Document Not required. The user can attach one document by clicking document. The document name is then displayed. to browse and select the To delete an attachment, highlight the document name and use the backspace or delete key to remove Text Required. If an template was selected, this field will be populated, with the text of that template, and can be updated. If an template was not selected, the user is required to enter data. HKWorks 5 October 2013

6 2.1.7 Eligibility Rules Not required. The Eligibility Rules list contains all eligibility rules set up for the client. Use the button to move rules to the Included Eligibility Rules. Rules moved to this box will be used to filter the employees that receive s. The will be sent to an employee if any one of the selected rules applies to them. Use the button to move a rule back to the Eligibility Rules box. If your do not include any eligibility rules, the will be sent to all employees Eligibility Report This report displays the name of the document attached to the , the text, a list of employees that will receive the , and the rule(s) that applied to each employee. The far-right column shows if an an employee is missing a work address. HKWorks 6 October 2013

7 2.1.9 Send When you ve completed the relevant fields, click Send . A confirmation pop-up message will display: If you click Cancel, the Mass Utility page remains displayed with all selections and entries intact. If you click OK, s are sent to the eligible employees and the eligibility report is saved as the Batch Report in the History tab. HKWorks 7 October 2013

8 s will only be sent to employees that have a Work Address. When the is sent, the page is cleared. 2.2 History tab Grid The grid will display a row for every sent and will have the following columns: Batch: This column displays the batch number. This is a system assigned number. Create Date: This column displays the date/timestamp for when the was sent. User: This column displays the user name of the user that sent the . This is not the From address Toolbar Click Refresh to update the history with any changes Batch Details This section displays the Generate Begin and Generate End date/time and the Batch Reports. An Eligibility Report is available. This report is generated based on the Included Eligibility Rules. HKWorks 8 October 2013

9 2.2.4 Add Notes Notes can be added to the history record by entering data in the Notes text box and clicking Save. An unlimited number of notes can be added. This feature functions as it does in all other History tabs Notes This section displays all the notes that were added in the Add Notes text box. This feature functions as it does on all other History tabs. HKWorks 9 October 2013