Transcript Document

Email Maintenance
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
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Business Objective
Enable the Program Administrator(s) to effectively and efficiently
communicate key program requirements and expectations to end
users and those responsible for performing key tasks and activities.
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Agenda
Lesson 1: Email Maintenance Overview
 Templates
 Schedules
Lesson 2: CAR New SEs Email Setup
Lesson 3: CAR Revalidate Exceptions Email Setup
Lesson 4: CAR Statement Closed Email Setup
Lesson 5: CAR Unapproved Transactions Email Setup
Lesson 6: Overview Other Templates
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CAR Email Upon Approval
CAR New BCAs
CAR New Transactions
CAR Statement Review
CAR Unmatched Transactions
Custom
Lesson 7: Deleting Templates and Schedules
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Lesson 1: Email Maintenance Overview
Objective:
By the end of this lesson, the PA should know the value of Email
Notifications and conceptually what it takes to create one in CAR.
Why Is This Important:
Email Notifications enable the Program Administrator (PA), through
capabilities of the tool, to send key communications to CAR users
instead of having to manually reach out to users. Various events in the
tool can be used to ‘trigger’ targeted emails to specific users.
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Lesson 1: Email Maintenance Overview
 Push system generated or custom defined messages to registered users
 Take advantage of maintenance, task and cycle related triggered events
 Easily customized and scheduled using existing templates
Template Name
Purpose
Target
Behavior
New Transactions
Notifies user of new transactions to review
User
Review, approve, reallocate
Email Upon Approval
Notifies user when a transaction is approved
by another user
Mgr
Review, approve, reallocate
Unapproved Transactions
Notifies user of transactions pending approval
User
Mgr
Monitor or finish approvals
Unmatched Transactions
Notifies user of transaction that could not be
automatically matched to Third Party Data
Admin
Finish reconciliation by deadline
Statement Closed
Notifies user upon close of billing cycle
User
Mgr
Admin
Finish reconciliation by deadline
Statement Review
Notifies user x days after close of billing cycle
User
Mgr
Admin
Finish reconciliation by deadline
Revalidation Exceptions
Notifies user of invalid transaction accounting
User
Fix accounting prior to posting
New BCAs
Notifies user of a new BCA
Admin
Assign new BCA to a site
New SE
Notifies user of a is new merchant
Admin
Update supplier mapping table
Registration
Notifies user of a new user registration
Admin
Approve registration and/or update
profile
Custom
All other notifications
Any
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Lesson 1: Email Maintenance Overview – Templates
Step by Step Instructions: 1 of 2
Step
Action
1
Logon to the URL: https://amex.iers.ihost.com and go to System Administration
2
Expand the folder CAR Company Administration
3
Click on Email Maintenance
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The Email Maintenance tabs will appear on the right side, initially at Templates
Templates: the “WHAT” – must be created before used/referenced in a schedule
Schedule: “to WHOM” and “WHEN”
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Lesson 1: Email Maintenance Overview – Templates Step by
Step Instructions: 2 of 2
Step
Action
1
Template Type: Ten templates from which to select
2
Template Set: Custom name for a group of templates, as defined by the user. Select
3
Language: Determines which language(s) will be used when email is sent to recipients by comparing language(s) selected here and
what is in the recipient(s)’ profiles
4
Default: Determines what language will be used when an explicit language is not selected in Language
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Reply-To: Provide an email address so recipients can easily reply to any messages sent
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Subject: Subject line for outgoing emails
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Body: Message text is entered here BUT it cannot be easily formatted (i.e. cannot use the enter key)
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Import Mail Template Body …: Create a nicely formatted message in a text editor, saving it as a .txt file and import
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View Parameters: Allows use of parameters in email body which become actual values when the emails are created
to enter a custom name
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Lesson 1: Email Maintenance Overview – Schedule
Step by Step Instructions: 1 of 2
Step
Action
1
Email Trigger Event: Defines the name/type of template which triggers the email
2
Schedule Name: Custom name of schedule to be entered by user
3
Frequency: How often email is to be sent by the system. Options vary based on type of Trigger Event
Minimum Interval: How often recipient will receive one email notification, regardless of how many transactions
are triggered. Option available based on type of Trigger Event
4
Start Date (and End Date if applicable – based on Trigger Event): Range of when email process should run.
Leave End Date blank if schedule is to be run indefinitely
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Email Template: Select from the available templates you created in the Templates tab
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Lesson 1: Email Maintenance Overview – Schedule
Step by Step Instructions: 2 of 2
Step
Action
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Status: Inactive – not in use; Active – emails generating and being sent; Testing – allows Program Administrator (or other
email address) to receive sample email to verify the content and recipients before actually having email distributed
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Send email report: Check box indicating a summary report is to be sent to the specified email address
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Report Email: Activated when Send Email Report is checked. Indicates recipient of email report
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Template Language: Activated when Send Email Report is checked. Indicates version of email body to be used in report
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Specify Recipients: Define WHO will receive the email. Choices depend upon the Email Trigger Event selected
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Settings: Available based on the Email Trigger Event selected. Further refines when an email is to be sent
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Lesson 2: CAR New SEs Email Setup
Objective:
By the end of this lesson, the PA should know how to set up a template
and schedule to produce emails about new SEs (merchants) being
added to the Merchant table.
Why Is This Important:
If the Program Administrator (PA) is maintaining GL/Account numbers in
the Merchant table and/or other key values which are used in the
Mapping functionality of CAR and/or when the interface file is created,
then it is critical that the PA know when to update new entries. Rather
than the PA remembering to go into the tool to check for new entries, the
PA can receive an automatic email when a new entry has been posted.
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Lesson 2: CAR New SEs Email Setup – Templates
Step by Step Instructions: 1 of 1
Step
Action
1
Template Type: Select the CAR New SEs from dropdown
2
Template Set: Click on the ellipsis
3
Language and Default: Select from dropdowns
4
Reply-To: Email address to whom responses to email should go
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Subject: Subject line of email
6
Body: Type in content OR use Import Mail Template Body … to use pre-formatted wording typed in Word/Textpad/Notepad and
saved as .txt
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View Parameters: Fields used in body of email that become actual values when email is sent
to type in a Template Set Name. Click Ok
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Lesson 2: CAR New SEs Email Setup – Schedule
Step by Step Instructions: 1 of 3
Step
Action
1
Email Trigger Event: Select the CAR New SEs from dropdown (to match the template created on Templates tab)
2
Schedule Name: Type in a descriptive name
3
Frequency: Select from the dropdown (Daily, Weekly, Monthly)
4
Start Date and End Date: When you want to email to start being sent and when you want it to stop; DO NOT enter an End Date if you
want it to continue indefinitely
5
Email Template: Select related template created on Templates tab using dropdown; by using descriptive names, it should be easy to
find
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Status: Select Inactive; Testing; Active. Use Testing until you are sure the email and its recipients areas you want; then make active
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Send email report, Report Email and Template Language: Check IF you want someone to receive a summary report of the New SE
emails to be distributed; list to whom the summary report should be sent AND select the language in which it should be sent
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Specify Recipients: Opens a new window CAR New SEs. Specify WHO is to receive the email notification (details on next page …)
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Lesson 2: CAR New SEs Email Setup – Schedule
Step by Step Instructions: 2 of 3
Step
Action
1
Addressee Type: Determine the combination of Addressee Types needed to restrict the email to the set of recipients to
whom you want the email to be sent
2
Addressee Type: Sites If more than one site exists for your company and the email should be restricted to users within
one site, create an entry selecting that particular site
3
Addressee Value: Select the site from the dropdown. Select <appropriate site>
4
Click Add to place the entry in the table
Continue to next page …
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Lesson 2: CAR New SEs Email Setup – Schedule
Step by Step Instructions: 3 of 3
Step
Action
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Repeat the steps to add additional criteria.
Addressee Type: Select User Roles
Note: When selecting an "Addressee
Type" in the email recipient, keep in mind
that if you select more than one, then the
email will only be sent to the group of
people who have both attributes. For
example, if you add the user roles
Cardmember and Cardmember Manager,
then the only recipients would be the
subset of users who are both
Cardmembers and Cardmember
Managers.
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Addressee Value: Select CAR Company
Administration from the dropdown
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Click Add to place the entry in the table
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If no additional Addressee Types or
Addressee Values need to be entered,
click Ok
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When returned to Schedule tab, click
Save to save the schedule
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Lesson 3: CAR Revalidation Exceptions Email Setup
Objective:
By the end of this lesson, the PA should know how to set up a template
and schedule to produce emails when the CAR Revalidate task is run.
Why Is This Important:
The CAR Revalidate task identifies transactions where the accounting
values contain Site Defaults or where a value is no longer valid (e.g.
valid originally but removed from a validation table some time during the
cycle). The email notification allows the Program Administrator to have
the system inform the users directly of transactions which need to be
updated before the PA can produce a quality extract/interface file.
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Lesson 3: CAR Revalidation Exceptions Email Setup –
Templates
Step by Step Instructions: 1 of 1
Step
Action
1
Template Type: Select the CAR Revalidation Exceptions from dropdown
2
Template Set: Click on the ellipsis
3
Language and Default: Select from dropdowns
4
Reply-To: Email address to whom responses to email should go
5
Subject: Subject line of email
6
Body: Type in content OR use Import Mail Template Body … to use pre-formatted wording typed in
Word/Textpad/Notepad and saved as .txt
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View Parameters: Fields used in body of email that become actual values when email is sent
to type in a Template Set Name. Click Ok
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Lesson 3: CAR Revalidation Exceptions Email Setup –
Schedule
Step by Step Instructions: 1 of 3
Step
Action
1
Email Trigger Event: Select the CAR Revalidation Exceptions from dropdown (to match the template created on Templates tab)
2
Schedule Name: Type in a descriptive name
3
Frequency: As Part of Task is only option
4
Start Date and End Date: When you want to email to start being sent and when you want it to stop; DO NOT enter an End Date if you
want it to continue indefinitely
5
Email Template: Select related template created on Templates tab using dropdown; by using descriptive names, it should be easy to
find
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Status: Select Inactive; Testing; Active. Use Testing until you are sure the email and its recipients areas you want; then make active
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Send email report, Report Email and Template Language: Check IF you want someone to receive a summary report of the New SE
emails to be distributed; list to whom the summary report should be sent AND select the language in which it should be sent
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Specify Recipients: Opens a new window CAR Revalidation Exceptions. Specify WHO is to receive the email notification (details on
next page …)
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Lesson 3: CAR Revalidation Exceptions Email Setup –
Schedule
Step by Step Instructions: 2 of 3
Step
Action
1
Addressee Type: Determine the combination of Addressee Types needed to restrict the email to the set of recipients to
whom you want the email to be sent
2
Addressee Type: Sites IF more than one site exists for your company and the email should be restricted to users within
one site, create an entry selecting that particular site
3
Addressee Value: This will appear once Select the site from the dropdown. Select <appropriate site>
4
Click Add to place the entry in the table
Continue to next page …
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Lesson 3: CAR Revalidation Exceptions Email Setup –
Schedule
Step by Step Instructions: 3 of 3
Step
Action
5
Repeat the steps to add additional criteria.
Addressee Type: Select User Roles
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Addressee Value: Select CAR Company Administration from the dropdown
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Click Add to place the entry in the table
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If no additional Addressee Types or Addressee Values need to be entered, click Ok
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When returned to Schedule tab, click Save to save the schedule
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Lesson 4: CAR Statement Closed Email Setup
Objective:
By the end of this lesson, the PA should know how to set up a template
and schedule to produce emails regarding the Cycle being closed and
action required by the email recipients.
Why Is This Important:
The Program Administrator (PA) typically has a fixed number of days
after cycle close to produce an interface/extract file for loading into the
ERP system. Before producing the file, it is critical that all transactions
have been reviewed, approved, and reallocated as necessary. By
notifying the users of Cycle Close, the PA can outline expectations and
deadlines of when key actions must be completed.
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Lesson 4: CAR Statement Closed Email Setup – Templates
Step by Step Instructions: 1 of 1
Step
Action
1
Template Type: Select the CAR Statement Closed from dropdown
2
Template Set: Click on the ellipsis
3
Language and Default: Select from dropdowns
4
Reply-To: Email address to whom responses to email should go
5
Subject: Subject line of email
6
Body: Type in content OR use Import Mail Template Body … to use pre-formatted wording typed in Word/Textpad/Notepad and
saved as .txt
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View Parameters: Fields used in body of email that become actual values when email is sent
to type in a Template Set Name. Click Ok
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Lesson 4: CAR Statement Closed Email Setup – Schedule
Step by Step Instructions: 1 of 3
Step
Action
1
Email Trigger Event: Select the CAR Statement Closed from dropdown (to match the template created on Templates tab)
2
Schedule Name: Type in a descriptive name
3
Frequency: Select from the dropdown (Once, Daily, Weekly, Monthly)
4
Start Date and End Date: When you want to email to start being sent and when you want it to stop; DO NOT enter an End Date if you
want it to continue indefinitely
5
Email Template: Select related template created on Templates tab using dropdown; by using descriptive names, it should be easy to
find
6
Status: Select Inactive; Testing; Active. Use Testing until you are sure the email and its recipients areas you want; then make active
7
Send email report, Report Email and Template Language: Check IF you want someone to receive a summary report of the New SE
emails to be distributed; list to whom the summary report should be sent AND select the language in which it should be sent
8
Specify Recipients: Opens a new window CAR Statement Closed. Specify WHO is to receive the email notification (details on next
page …)
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Lesson 4: CAR Statement Closed Email Setup – Schedule
Step by Step Instructions: 2 of 3
Step
Action
1
Addressee Type: Determine the combination of Addressee Types needed to restrict the email to the set of recipients to whom you want
the email to be sent
2
Addressee Type: Sites IF more than one site exists for your company and the email should be restricted to users within one site,
create an entry selecting that particular site
3
Addressee Value: This will appear once Select the site from the dropdown. Select <appropriate site>
4
Click Add to place the entry in the table
5
Repeat Steps 2 – 4 until you have the appropriate Addressee Types in the table.
6
Select the number of days to wait after cycle close to send the email and click Update. Then click Ok
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When returned to Schedule tab, click Save to save the schedule
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Lesson 4: CAR Statement Closed Email Setup – Schedule
Step by Step Instructions: 3 of 3
Step
Action
1
Repeat Step by Step instructions 1 of 3 and 2 of 3 to create a similar schedule for the
Cardmember Manager to receive the same notice as the Cardmember
2
Once saved, there will be two entries in the Schedule table referencing the same Template name
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Lesson 5: CAR Unapproved Transactions Email Setup
Objective:
By the end of this lesson, the PA should know how to set up a template
and schedule to produce emails regarding missing role approvals.
Why Is This Important:
It may be company policy (a compliance or audit requirement) that a
certain type or number of transactions have some level of ‘approval’. The
Unapproved Transaction email notification allows the Program
Administrator (PA) to inform those who are out of compliance as well as
other roles of missing approvals and expected action.
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Lesson 5: CAR Unapproved Transactions Email Setup –
Templates
Step by Step Instructions: 1 of 1
Step
Action
1
Template Type: Select the CAR Unapproved Transactions from dropdown
2
Template Set: Click on the ellipsis
3
Language and Default: Select from dropdowns
4
Reply-To: Email address to whom responses to email should go
5
Subject: Subject line of email
6
Body: Type in content OR use Import Mail Template Body … to use pre-formatted wording typed in Word/Textpad/Notepad and
saved as .txt
7
View Parameters: Fields used in body of email that become actual values when email is sent
to type in a Template Set Name. Click Ok
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Lesson 5: CAR Unapproved Transactions Email Setup –
Schedule
Step by Step Instructions: 1 of 7
Step
Action
1
Email Trigger Event: Select the CAR Unapproved Transactions from dropdown (to match the template created on Templates tab)
2
Schedule Name: Type in a descriptive name
3
Frequency: Select from the dropdown (Once, Daily, Weekly, Monthly) and select Day of Week
4
Start Date and End Date: When you want to email to start being sent and when you want it to stop; DO NOT enter an End Date if you
want it to continue indefinitely
5
Email Template: Select related template created on Templates tab using dropdown; by using descriptive names, it should be easy to
find
6
Status: Select Inactive; Testing; Active. Use Testing until you are sure the email and its recipients areas you want; then make active
7
Send email report, Report Email and Template Language: Check IF you want someone to receive a summary report of the New
SE emails to be distributed; list to whom the summary report should be sent AND select the language in which it should be sent
8
Specify Recipients: Opens a new window CAR Unapproved Transactions. Specify WHO is to receive the email notification. Add
User Roles entry and Sites entry (if necessary) using steps described for other Schedules’ recipients
9
Settings: Select WHO is missing approvals and for what time period
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Lesson 5: CAR Unapproved Transactions Email Setup –
Schedule
Step by Step Instructions: 2 of 7
Step
Action
1
Check CAR Cardmember when the email is to report Cardmembers who are missing approvals
2
Select the Time Period to include missing approvals using the dropdown
3
Click Ok to return to the Schedule tab to save the Schedule. When returned to Schedule tab, click Save to save
the schedule
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Lesson 5: CAR Unapproved Transactions Email Setup –
Templates
Step by Step Instructions: 3 of 7
Step
Action
1
Example of Template to notify Cardmember Managers of missing Cardmember approvals
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Lesson 5: CAR Unapproved Transactions Email Setup –
Schedule
Step by Step Instructions: 4 of 7
Step
Action
1
Example of Schedule to notify Cardmember Managers of missing Cardmember approvals
2
Specify Recipients (WHO is to get Email): Select the appropriate Addressee Types including User Roles of
CAR Cardmember Manager
3
Settings (WHOSE approval is missing): Select the CAR Cardmember and the Time Period
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Lesson 5: CAR Unapproved Transactions Email Setup –
Templates
Step by Step Instructions: 5 of 7
Step
Action
1
Example of Template to notify Cardmember Managers missing approvals to the Cardmember
Manager
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Lesson 5: CAR Unapproved Transactions Email Setup –
Schedule
Step by Step Instructions: 6 of 7
Step
Action
1
Example of Schedule to notify Cardmember Managers missing approvals to Cardmember Managers themselves
2
Specify Recipients (WHO is to get Email): Select the appropriate Addressee Types including User Roles of CAR
Cardmember Manager
3
Settings (WHOSE approval is missing): Select the CAR Cardmember Manager and the Time Period
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Lesson 5: CAR Unapproved Transactions Email Setup –
Schedule
Step by Step Instructions: 7 of 7
Step
Action
1
Settings: If you only want the email to be sent WHEN BOTH approvals are missing
Would still need to select Recipients of Email (typically Cardmember Manager and/or BCA Managers.
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Lesson 6: Overview of Other Email Templates
Objective:
By the end of this lesson, the PA will be aware of other email templates
and schedules that are available for setup.
Why Is This Important:
The Program Administrator (PA) may have a need for email notifications
beyond the four (4) covered in detail.
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Lesson 6: Overview Other Email – Templates
Step by Step Instructions: 1 of 1
Step
Action
1
Similar actions need to be taken to setup other email notifications not specifically outlined Step by
Step
2
Once you select a Template Type, the View Parameters button will be active. Click on it to see
what parameters you can use in the body of your message.
3
After saving the template, proceed with creating a Schedule
4
Specify Recipients and Settings options depend on the Email Trigger Event selected
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Lesson 7: CAR Email Setup – Delete Templates/Schedules
Objective:
By the end of this lesson, the PA should know how to delete templates
and schedules that are no longer needed.
Why Is This Important:
It will reduce the clutter in the tables, especially if multiple client sites
exist. Also, it will prevent unnecessary emails from potentially being run
and distributed, which uses system resources and may result in
questions to the PA from recipients.
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Lesson 7: CAR Email Setup – DELETE
Step by Step Instructions: 1 of 1
Step
Action
1
When you no longer need a schedule, highlight it
2
Click Delete
3
You will be asked to confirm deletion. Click Yes
4
You can then delete the corresponding Template if it is no longer needed by moving to the Templates tab and
finding the appropriate Template.
Note: You cannot delete a Template that is referenced by a Schedule. You must first delete the Schedule
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Post Training Expectations/Actions
Program Administrator to set up additional email notifications
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Review/Preview
Recap of Key Points:
System generated emails are the means to communicate key requirements and
expectations to users of the tool who may be out of compliance or who need to
take some action.
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Help
For Questions with the CAR Tool


CAR end users should contact site/system administrator or internal help desk
Site/System administrators should contact American Express Front Line Consultants
• +1 800-542-0995 then choose option 2, option 3
For Configuration Changes or Additions

System/Program administrators can contact their Account Manager or the Help Desk
to initiate a request for gTEC assistance with changes to sites or to add new sites