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Customizing E-mail Messages

Use the E-mail Customization tab to select Account, Request, and Reminder e-mail messages to be customized.

The default e-mail messages installed with the Employee Portal are designed to pass through most spam filters, giving you the best chance of your e-mail being delivered to the employee. If you customize your outgoing e-mails, there is a chance that the recipient’s e-mail spam filter will flag the e-mail as spam. Items removed from the e-mail templates may compromise the functionality of the application. For example, removing the link in the Create Account Notification E-mail prevents the user from logging into the LINQ Employee Portal.

Follow these guidelines when customizing the notification e-mails:

Avoid using ALL CAPS or excessive punctuation (!, #, @, etc.), especially in the subject line.
Avoid using words or phrases like "Pay now", "invoice", and "your bill", especially in the subject line.
Avoid using the word "FREE", including the phrase "TOLL FREE" in the body of the e-mail message. Also avoid "adult" or any other spam-like word.
Write short messages not long messages. Most e-mails are short so spam filters can be wary of long messages.

LINQ recommends using the defaults for the best e-mail delivery method. Make minor changes for second best e-mail delivery. Restore your defaults if in doubt.

Links to the other System Setting options display at the top of the page. Click here to display a table describing each link.

Customizing Account E-mail Messages

Use the Account E-mail Customization links to customize the e-mail messages sent to administrative users and employees when a user name or password is requested. All account e-mail notification messages are sent from the Reply To Address e-mail address entered on the E-mail Settings page.

Click here for step-by-step instructions to customizing notification e-mail messages.

Account E-mail Customization Links

Account E-Mail Notification	Description
Create Account Notification	Click the Create Account Notification link to customize the e-mail sent when an employee creates an account for LINQ EP. The e-mail is sent to the employee with a link to activate the account.
Request User Name Notification	Click the Request User Name Notification link to customize the subject and/or body of the e-mail sent when users request their user name.
Reset Password Notification	Click the Reset Password Notification link to customize the subject and/or body of the e-mail message sent when the users request to reset their passwords.

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Account E-mail Tags

When customizing an account e-mail, you can select the following tags to include in your e-mail message.

Account E-Mail Notification	E-Mail Tags
Create Account Notification	Activation Link, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee E-mail, Employee First Name, Employee Last Name, Expiration Time
Request User Name Notification	Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee E-mail, Employee Last Name, Employee First Name, Login Link, User Name
Reset Password Notification	Activation Link, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee E-mail, Employee First Name, Employee Last Name, Expiration Time

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Customizing Request Notification E-mail Messages

Use the Request E-mail Customization links to customize the following notification e-mail messages.

Click here for step-by-step instructions to customizing notification e-mail messages.

Request E-mail Customization Links

Request E-Mail Notification	Description
Approved Finalized — Employee Request	This e-mail message is sent to an employee when that employee's request receives final approval. The employee receives this e-mail only if the employee selected to be informed of the request status.
Approved Finalized - Employee Request by Proxy	This e-mail message is sent to an employee with a proxy leave request entered on behalf of that employee receives final approval from the final approver in the approval hierarchy.
Approved Interim — Employee Request	This e-mail message is sent to an employee when that employee's request is approved by an approver and is waiting for approval by another approver. The employee receives this e-mail message only if the employee requested to be informed of all notifications during the approval process.
Approver Reminder Notification	This e-mail is sent by the Approver Reminder Task to approvers with requests that require their attention. It lists the requests waiting for that approver's approval.
Cancelled — Employee Request	This e-mail is sent to the appropriate approvers when a user cancels a previously submitted request.
Outstanding Requests Notification	This e-mail is sent by the Outstanding Requests Notification Task to the Admin Notification e-mail accounts defined on the Automated Tasks page. It lists all outstanding requests.
Rejected —Employee Request	This e-mail message is always sent to an employee when that employee's request is rejected.
Request Entered by Proxy	This e-mail message is sent to an employee when a leave request is entered and approved by an administrator user that is part of the employee's assigned approval hierarchy
Revised - Employee Request	This e-mail message is always sent to an employee when that employee's request is revised.

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Request E-mail Tags

When customizing an account e-mail, you can select the following tags to include in your e-mail message.

Account E-Mail Notification	E-Mail Tags
Approved Finalized — Employee Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Leave Dates/Request Date, Next Approver, Request Date, Request Link, Request Type, Reviewer Comment
Approved Finalized - Employee Request by Proxy	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Request Entered by Name, Request Link, Request Type
Approved Interim — Employee Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Leave Dates/Request Date, Next Approver, Request Date, Request Link, Request Type, Reviewer Comment
Approver Reminder Notification	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Request Link, Request List, Summary of Requests
Cancelled — Employee Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Leave Dates/Request Date, Request Link, Request Type, Time Dates/Request Dates, Time/Leave Dates/Request Dates
Outstanding Requests Notification	Admin Notification Name, Admin Notification Email, Company Name, Company Address 1, Company Address 2, Company City, Company State, Company Zip, Request List, Summary of Requests
Rejected —Employee Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Leave Dates/Request Date, Reject Comment, Request Date, Request Link, Request Type
Request Entered by Proxy	Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Next Approver, Request Date, Request Entered by Name, Request Link, Request Type
Revised - Employee Request	Approver Name, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zip, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name, Leave Dates/Request Date, Reject Comment, Request Date, Request Link, Request Type, Revision Comment, Time Dates/Request Date

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Customizing Reminder E-mail Messages

Use the Reminder E-mail Customization links to customize the reminder e-mail messages sent to employees.

Click here for step-by-step instructions to customizing notification e-mail messages.

Reminder E-mail Customization Links

Account E-Mail Notification	Description
Certificate Expiration Notification	Click the Certificate Expiration Notification link to customize the notification e-mail sent to the employee to notify the employee that one or more certificates are approaching their expiration date.
Employee Contract Notification	Click the Employee Contract Notification link to customize the notification e-mail sent to the employee to notify the employee that their contract is ready to sign.

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Reminder E-mail Tags

When customizing an account e-mail, you can select the following tags to include in your e-mail message.

Account E-Mail Notification	E-Mail Tags
Certificate Expiration Notification	Certificate Level, Certification No, Certificate Type, Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee E-mail, Employee First Name, Employee Last Name, Employee Middle Name, From Date, To Date
Employee Contract Notification	Company Address 1, Company Address 2, Company City, Company Name, Company State, Company Zipcode, Contract Code, Contract Date, Contract Link, Contract Name, Contract Year, LINQ EP Administrator E-mail, LINQ EP Administrator Name, Employee First Name, Employee Last Name

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