Email Schedulers

Email Schedulers

Purpose

Email scheduler is useful when you want to send reminders to your employees periodically. For example, if you would like your employees to submit their mobile bills for a claim on a particular date/day etc., you can create a scheduler. The scheduler will send an email to the employee that you have selected.

Watch our Help Video on Email Schedulers:​


Configure Email Scheduler

  1. From your home page, go to Settings (gear icon) > Employee Information > Automation > Schedulers > Email Schedulers > Add Email Scheduler.



  2. Click on Add Email Scheduler.
  3. Give a name for the scheduler and add a description if necessary. For example, Reminder for submitting mobile bills.
  4. Give a Start date and time.
    The Start date is the date on which you would like to get the scheduler running.



  5. Set a Frequency. For example: for mobile bills to be submitted, you can select Monthly and select a date.
  6. If you would like to set Weekly, then you can decide on the day of the week that you would like the scheduler to run. In case of Quarterly/Half yearly and Yearly, the scheduler will run once in 3months/6months/year from the date that you set in the start date.
  7. Select a Time zone. It should be selected based on the Time zone of the recipient of the email. For example: If your email is meant for someone in another region, then the Time zone should be chosen accordingly.
  8. Under Message, select a From and To.
  9. Under To, you can choose from options like User List, Role List, etc.
  10. Give a CC and BCC if required.
  11. Give a subject.

    You can make the subject dynamic by using options from the list icon, like Current Month, Current date etc. For example: If you give subject as "Please submit the mobile bills of ${zoho.currentMonth}" by selecting the Current Month from the system fields, then every month the subject will change with that month's name.

  12. Click on the Body tab.
    Create a message with the help of the available merge fields.

    For example,
    "Hi
    Please submit your mobile bills for ${zoho.currentmonth}"
    Here, ${zoho.currentmonth} is inserted in the message by using Insert, and Merge fields as shown in the image below:



  13. Click Save.
Once you have created the email scheduler, you will be able to see it under Settings > Employee Information > Automation > Schedulers > Email Schedulers with the following details.
  1. Email scheduler name
  2. Start Date and time - this is the date and time on which the scheduler takes effect
  3. Time zone
  4. Frequency - the frequency in which the emails will be sent. Example: Daily, Monthly etc.
Use the start icon if you would like to trigger the scheduler immediately.

Editing and Deleting a Email Scheduler

  1. Hover your mouse over the Email Scheduler.
  2. Select the scheduler you want to modify and make the necessary edits.
  3. To delete a Email Scheduler, click on the delete icon that you see at the right corner of the row.
  4. The scheduler will get deleted and the email will not be triggered automatically



  5. Click Save.