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In this article

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XYZ company uses Exact Online to manage the payroll process by ensuring that their employees book the work hours in a timely manner and on the correct project(s). For consultancy-related projects, the timely booking of hours also ensures that the correct invoices are sent to customers in a timely manner. The process of checking on the timely and complete booking of hours is tedious and time-consuming. Although there are some build-in notification options for this issue, they have their limitations.
A general reminder can be sent at the end of the week when an employee has not booked all their hours for the current week. However, this message does not provide further details on the booked hours; as in whether they are rejected hours or drafted hours or need to be submitted. Also, the reminder is sent only once, there are no options for follow-ups or for checks on a longer period (for example the end-of-month closure).

Solution

Using the Exact Online Snap Pack, the XYZ organization can check on all the registered hours over a period of the last 5 weeks, and group them by employee and hour-status (booked, drafted, rejected). We then compare the booked hours with the employee-contract to determine if all expected hours have been booked in a correct manner. If this is not the case, a personalized email is sent out to the employee and their manager (if applicable) to notify them of this discrepancy. The email contains an overview of the hours booked for the different hour-statuses and details the missing hours. Also, a link to Exact Online portal is added, so that the employee can rectify the issue right-away from the email notification.

Prerequisites

Understanding the Solution 

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Following are the key steps in this use case:

  1. Send email notifications to inform the employees about booking the hours.

  2. Check the scheduled hours.

  3. Send email notifications to employees (defaulters) and their managers who do not book any hours.

  4. Send email notifications to employees (defaulters) and their managers who do not book enough hours.

Send email notifications to inform the employees about booking the hours 

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To retrieve the employee that did not submit enough hours and send them emails to remind them submitting the hours. It is a sub-pipeline of the parental pipeline of Booked Hours Notifications.

Expand

Add and configure an Exact Online Read Snap (Snap 1) to query Payroll - Employees data. 

Filter EmployeeHID from the parental pipeline using Filter Records table. Select ID,BusinessEmail, FullName, Manager and FirstName fields using Output field selection table.

All records of Employments data filtered by EmployeeHID from ExactOnline API.

Add a Router Snap (Snap 2) to route to outputs, if the Manager is not null, route to the output0, else then route to the output1.

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Add a Mapper Snap (Snap 3) after output0 to map the employee data. 

The mapped Employments data with new field names.

Once the Manager is not null, then add and configure a new Exact Online Read Snap (Snap 4) to retrieve the manager information via Payroll - Employees endpoint. 

Filter the ID as $Manager from Filter Records table. Select BusinessEmail fields using Output field selection table. 

The record of Manager data from ExactOnline API.

Add a Structure Snap (Snap 5) to restructure the data stream after Read Snap.

Restructured data of the manager.

Add another Structure Snap (Snap 9) after Router Snap output1.

Restructured data of the employee.

Add two Filter Snaps (Snap 6,10) to Filter that if the Employee email is not null.

The employee data with a valid email address.

Add Email Sender Snaps (Snap 7,11) respectively after two Filter Snaps (Snap 6,10)  and send emails to the employees and the managers of the employees. 

Result data of sending email to the employee and manager(if have).

Finally add a Join Snap (Snap 8) to join the responses from Emails' Senders.

Joined data of Result of sending email to the employee and manager(if have).

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