Auto Mailer

Navigation Path

Auto Mailer → Common

URL

/automailer-common

Description

• Configure automated email schedules for common reports
• Set up recurring email notifications with custom content
• Schedule emails on daily, weekly, or monthly basis
• Attach system-generated reports automatically
• Manage multiple auto mailer configurations
• Branch-specific email automation
• Support for CC and BCC recipients
• Flexible scheduling with time and frequency controls

1. Page Overview

What is Common Auto Mailer?

Common Auto Mailer is a feature that allows administrators to configure automated email schedules for sending reports, notifications, or custom content to specified recipients on a recurring basis.

Key Features:

• Automated Scheduling: Set up emails to send automatically at specified times
• Recurring Patterns: Daily, weekly, monthly, or custom frequency
• Report Attachments: Attach system-generated reports automatically
• Custom Content: Configure email subject and body content
• Multiple Recipients: Support for To, CC, and BCC fields
• Branch-specific: Configure different auto mailers for different branches
• Centralized Management: View and manage all auto mailers in one place

Common Use Cases:

• Daily attendance reports to managers
• Weekly payroll summaries
• Monthly statutory compliance reports
• Automated salary processing notifications
• Regular status updates to stakeholders
• Scheduled data exports to clients

2. Page Layout

Main Components

The page consists of two main sections:

1. Auto Mailer List Table (Bottom section)

   • Displays all configured auto mailers
   • Shows mailer details and status
   • Actions to edit or delete mailers

2. Create/Edit Auto Mailer Modal (Overlay)

   • Form to create new or edit existing auto mailer
   • Multiple configuration sections
   • Save and Cancel actions

3. Auto Mailer List Table

Table Columns

Table Features

• Column Filters: Filter icon in each column header for searching
• Sorting: Click column headers to sort data
• Pagination: Navigate through multiple auto mailer records
• Horizontal Scroll: View all columns if screen width is limited
• Row Selection: Checkbox to select individual records

Sample Data (from screenshot)

Example Auto Mailer:

• Name: minsha
• From: minumoidtheen22@g...
• To: minsha@gmail.com
• Subject: fghjk
• Frequency: daily

Action Buttons

Edit Action:

• Click edit icon to modify existing auto mailer
• Opens modal with pre-filled data
• Make changes and save

Delete Action:

• Click delete icon to remove auto mailer
• May show confirmation prompt
• Permanently removes the scheduled emails

4. Create/Edit Auto Mailer Modal

Modal Header

Title: Auto Mailer

Close Button:

• Located at top-right corner
• Closes modal without saving
• Discards unsaved changes

5. Basic Configuration Section

Name Field

Placeholder: "Enter auto mailer name..."

Purpose:

• Identify the auto mailer configuration
• Should be descriptive of the email purpose
• Displayed in the list table

Examples:

• "Daily Attendance Report"
• "Weekly Salary Summary"
• "Monthly PF Report"
• "Branch Performance Update"

Validation:

• Required field
• Should be unique
• Alphanumeric characters allowed
• Spaces allowed

Branch Field

Placeholder: "Select branch..."

Purpose:

• Specify which branch/unit this auto mailer is for
• Filters report data by branch
• Allows branch-specific scheduling

Behavior:

• Single-select dropdown
• Lists all active branches
• Branch-level access control may apply

6. Email Configuration Section

From Email Field

Placeholder: "sender@example.com"

Purpose:

• Specify sender email address
• Recipients see this in their inbox
• May default to system email

Note: Often pre-configured at system level and may not be editable

To Email Field

Placeholder: "recipient@example.com"

Purpose:

• Main recipient(s) of the automated email
• Can enter multiple emails separated by commas

Format:

• Valid email format required
• Multiple emails: email1@example.com, email2@example.com

Validation:

• Required field
• Must be valid email format
• Multiple emails separated by comma or semicolon

CC (Optional) Field

Placeholder: "cc@example.com"

Purpose:

• Send copy to additional recipients
• CC recipients are visible to all

Use Cases:

• Copy manager on employee reports
• Keep HR in loop
• Inform multiple departments

BCC (Optional) Field

Placeholder: "bcc@example.com"

Purpose:

• Send hidden copy to recipients
• BCC recipients are not visible to others

Use Cases:

• Discreet monitoring
• Archive copy to admin
• Silent audit trail

Subject Field

Placeholder: "Enter email subject..."

Purpose:

• Define the email subject
• Helps recipients identify the email
• Should be clear and descriptive

Examples:

• "Daily Attendance Report - [Date]"
• "Weekly Payroll Summary"
• "Monthly PF Contribution Report"
• "Branch Performance - [Month]"

Best Practices:

• Keep concise and clear
• Include key information (date, report type)
• Use consistent naming convention
• Avoid special characters

Content Field

Placeholder: "Enter email content..."

Purpose:

• Define the email message body
• Provide context for attachments
• Include instructions or notes

Features:

• Multi-line text input
• Supports plain text
• May support HTML formatting (system-dependent)

Content Suggestions:

• Greeting and introduction
• Purpose of the email
• Description of attached reports
• Instructions for recipients
• Contact information for queries
• Sign-off

Example Content:

Dear Team,

Please find attached the daily attendance report for [Date].

Key Highlights:
- Total Present: [Count]
- Total Absent: [Count]
- Late Arrivals: [Count]

For any discrepancies, please contact HR within 24 hours.

Best Regards,
HR Department

7. Attachments Section

Select Attachments Field

Placeholder: "Select attachments..."

Purpose:

• Select reports from available system reports
• Automatically generate and attach selected reports
• Reports are generated at send time

Common Report Options (system-dependent):

• Attendance Report
• Salary Summary
• Leave Report
• PF Statement
• ESI Report
• Employee List
• Payroll Register

Behavior:

• Multi-select capability
• Can attach multiple reports
• Reports generated with current data at send time
• Format typically PDF or Excel

Extra Attachments Field

Button Label: "Choose Files"

Display: "No file chosen" (when no file selected)

Purpose:

• Attach static files (non-system reports)
• Include additional documents
• Add reference materials

Use Cases:

• Policy documents
• Instructions PDF
• Templates
• Guidelines
• Reference materials

File Specifications:

• Accepts common formats (PDF, Excel, Word, images)
• File size limits apply (system-dependent)
• Multiple files may be supported

8. Scheduling Configuration Section

Frequency Field

Placeholder: "Select frequency..."

Options (typical):

• Daily: Send every day
• Weekly: Send once per week
• Monthly: Send once per month
• Custom: Define custom schedule (if supported)

Purpose:

• Define recurring pattern for automated emails
• Determines when emails are sent

Send Day Field

Placeholder: "Select day..."

Behavior:

• If Frequency = Daily: May be disabled or show "Every Day"
• If Frequency = Weekly: Shows days of week (Monday, Tuesday, etc.)
• If Frequency = Monthly: Shows dates (1-31) or options like "First Monday", "Last Day"

Weekly Options:

• Monday
• Tuesday
• Wednesday
• Thursday
• Friday
• Saturday
• Sunday

Monthly Options:

• 1-31 (date of month)
• Last Day of Month
• First [Day] of Month
• Last [Day] of Month

Send Time Field

Format: HH:MM (24-hour or 12-hour format)

Default Placeholder: "--:--"

Purpose:

• Specify exact time for email delivery
• Ensures emails sent at consistent time

Considerations:

• Choose time after data processing completes
• Consider recipient time zones
• Avoid off-hours unless intentional
• Common times: 9:00 AM, 5:00 PM

Examples:

• 09:00 - Morning start time
• 17:00 - End of day
• 23:30 - Late night for next-day reports

Send Limit Field

Default: May show "1" or be blank

Purpose:

• Limit total number of sends
• Useful for temporary schedules
• Prevents indefinite sending

Behavior:

• Empty or 0: Send indefinitely (until manually stopped)
• Positive number: Send that many times, then stop automatically

Use Cases:

• Blank/0: Regular recurring reports (ongoing)
• 1: One-time scheduled send
• 12: Monthly report for one year
• 52: Weekly report for one year

9. Action Buttons

Cancel Button

Location: Bottom-right of modal (left of Save button)

Color: Gray

Action:

• Closes modal without saving
• Discards all changes
• Returns to list view

Use When:

• Abandoning new auto mailer creation
• Discarding edits to existing mailer
• Closing modal without changes

Save Button

Location: Bottom-right of modal

Color: Purple/Blue

Icon: Send/Paper plane icon

Label: "Save"

Action:

• Validates all required fields
• Saves auto mailer configuration
• Starts scheduling if active
• Closes modal on success
• Shows in list table

Validation Checks:

• Name is provided and unique
• Branch is selected
• To Email is provided and valid
• Subject is provided
• Content is provided
• Frequency is selected
• Send Day is selected (if applicable)
• Send Time is provided

10. Workflow: Create New Auto Mailer

Step-by-Step Process

1. Access Page

   • Navigate to Auto Mailer → Common
   • View existing auto mailers in table

2. Open Creation Modal

   • Click "+ New Auto Mailer" button (typically top-right)
   • Modal opens with blank form

3. Enter Basic Details

   • Name: Enter descriptive name (e.g., "Daily Attendance Report")
   • Branch: Select applicable branch from dropdown

4. Configure Email Details

   • From Email: Verify or enter sender email
   • To Email: Enter recipient email(s)
   • CC: Add CC recipients if needed (optional)
   • BCC: Add BCC recipients if needed (optional)
   • Subject: Enter clear email subject
   • Content: Type email body message

5. Select Attachments

   • Attachments: Select system reports to auto-attach
   • Extra Attachments: Upload any static files if needed

6. Configure Schedule

   • Frequency: Select Daily, Weekly, or Monthly
   • Send Day: Select specific day (for Weekly/Monthly)
   • Send Time: Set time for sending
   • Send Limit: Enter limit or leave blank for indefinite

7. Save Configuration

   • Click "Save" button
   • System validates all fields
   • Auto mailer created and scheduled
   • Modal closes, returns to list

8. Verify Creation

   • Check auto mailer appears in table
   • Review configuration details
   • Edit if needed

11. Workflow: Edit Existing Auto Mailer

Step-by-Step Process

1. Locate Auto Mailer

   • View list table
   • Find auto mailer to edit
   • Use search/filter if needed

2. Open Edit Modal

   • Click Edit icon (pencil) in Actions column
   • Modal opens with pre-filled data

3. Modify Details

   • Update any fields as needed
   • Change email recipients
   • Adjust schedule
   • Modify content or attachments

4. Save Changes

   • Click "Save" button
   • Changes applied immediately
   • Modal closes

5. Verify Updates

   • Check updated details in table
   • Confirm schedule changes

12. Workflow: Delete Auto Mailer

Step-by-Step Process

1. Locate Auto Mailer

   • Find auto mailer to delete in table

2. Click Delete

   • Click Delete icon (trash) in Actions column
   • Confirmation dialog may appear

3. Confirm Deletion

   • Confirm deletion if prompted
   • Auto mailer removed from system

4. Verify Removal

   • Auto mailer disappears from table
   • Scheduled emails will stop

Warning: Deletion is permanent and cannot be undone

13. Scheduling Examples

Example 1: Daily Morning Attendance Report

Configuration:

• Name: Daily Attendance Report
• Branch: Head Office
• To Email: hr@company.com
• Subject: Daily Attendance Report - [Date]
• Content: Please find attached attendance report for today.
• Attachments: Attendance Report
• Frequency: Daily
• Send Day: Every Day (auto)
• Send Time: 09:00
• Send Limit: (blank - indefinite)

Result: Email sent every day at 9:00 AM with attendance report

Example 2: Weekly Payroll Summary

Configuration:

• Name: Weekly Payroll Summary
• Branch: All Branches
• To Email: finance@company.com
• CC: ceo@company.com
• Subject: Weekly Payroll Summary
• Content: Attached is the weekly payroll summary for review.
• Attachments: Payroll Register, Salary Summary
• Frequency: Weekly
• Send Day: Friday
• Send Time: 17:00
• Send Limit: (blank)

Result: Email sent every Friday at 5:00 PM with payroll reports

Example 3: Monthly PF Report

Configuration:

• Name: Monthly PF Report
• Branch: Manufacturing Unit
• To Email: accounts@company.com
• BCC: audit@company.com
• Subject: Monthly PF Contribution Report - [Month]
• Content: Please find the monthly PF report for statutory filing.
• Attachments: PF Report, ESI Report
• Frequency: Monthly
• Send Day: 1 (First day of month)
• Send Time: 08:00
• Send Limit: (blank)

Result: Email sent on 1st of every month at 8:00 AM

Example 4: One-time Year-End Report

Configuration:

• Name: Year-End Summary 2025
• Branch: Corporate
• To Email: management@company.com
• Subject: Annual Payroll Summary 2025
• Content: Please find attached the complete annual summary.
• Attachments: Annual Report
• Frequency: Monthly
• Send Day: 31
• Send Time: 23:59
• Send Limit: 1

Result: Email sent once on 31st December at 11:59 PM, then stops

14. Validation Rules

Required Fields

✓ Name

• Must not be empty
• Should be unique
• Maximum length limit may apply

✓ Branch

• Must be selected
• Must be active branch

✓ To Email

• Must not be empty
• Must be valid email format
• Multiple emails must be properly formatted

✓ Subject

• Must not be empty
• Should be meaningful

✓ Content

• Must not be empty
• Should provide context

✓ Frequency

• Must be selected

✓ Send Time

• Must be valid time format
• Cannot be empty

Email Format Validation

Single Email:

• Format: user@domain.com
• Must have @ symbol
• Must have domain

Multiple Emails:

• Separated by comma: user1@domain.com, user2@domain.com
• Or semicolon: user1@domain.com; user2@domain.com
• Spaces allowed around separators

Scheduling Validation

• Send Time must be valid (00:00 to 23:59)
• Send Day must match Frequency:
  • Daily: Any day or "Every Day"
  • Weekly: Must be a day of week
  • Monthly: Must be 1-31 or special option
• Send Limit must be 0 or positive integer

15. Success and Error Messages

Success Messages

Auto Mailer Created:

✅ "Auto mailer created successfully and scheduled."

Auto Mailer Updated:

✅ "Auto mailer updated successfully."

Auto Mailer Deleted:

✅ "Auto mailer deleted successfully."

Email Sent Successfully:

✅ "Scheduled email sent successfully to [recipient]."

Error Messages

Missing Required Fields:

❌ "Please fill all required fields: Name, Branch, To Email, Subject, Content."

Invalid Email Format:

❌ "Invalid email format in To Email field. Please use valid email addresses."

Duplicate Name:

❌ "Auto mailer with this name already exists. Please use a unique name."

Invalid Time Format:

❌ "Invalid time format. Please select a valid time."

No Branch Selected:

❌ "Please select a branch."

Email Send Failed:

❌ "Failed to send scheduled email. Error: [details]"

No Frequency Selected:

❌ "Please select a frequency for scheduling."

Invalid Send Day:

❌ "Send Day does not match selected Frequency. Please verify."

16. Best Practices

Naming Conventions

1. Be Descriptive

   • Use clear, meaningful names
   • Include report type and frequency
   • Example: "Daily_Attendance_Report" not "Report1"

2. Consistent Format

   • Follow organizational naming standards
   • Use underscores or spaces consistently
   • Include branch name if branch-specific

3. Avoid Generic Names

   • Don't use "Test", "New", "Auto Mailer"
   • Be specific about purpose

Email Content

1. Professional Tone

   • Use proper greeting and sign-off
   • Clear and concise language
   • Professional formatting

2. Include Key Information

   • Purpose of email
   • What's attached
   • What recipient should do
   • Contact for queries

3. Template Variables (if supported)

   • Use [Date], [Month], [Branch] placeholders
   • System may auto-replace at send time

Scheduling Strategy

1. Choose Appropriate Times

   • After data processing completes
   • During business hours for urgent reports
   • Off-hours for large reports
   • Consider recipient availability

2. Frequency Selection

   • Daily: Operational reports, attendance
   • Weekly: Summary reports, reviews
   • Monthly: Statutory reports, month-end summaries

3. Test First

   • Set Send Limit to 1 for testing
   • Verify email content and attachments
   • Check recipient list
   • Then update to indefinite

Recipient Management

1. Primary Recipients (To)

   • Direct stakeholders
   • Action required persons
   • Limited to essential recipients

2. CC Usage

   • Informational purposes
   • Management visibility
   • Cross-functional awareness

3. BCC Usage

   • Discreet monitoring
   • Audit purposes
   • Archive copy to central mailbox

Attachment Management

1. System Reports

   • Select only necessary reports
   • Avoid redundant attachments
   • Consider email size limits

2. Extra Attachments

   • Keep file sizes reasonable
   • Use compressed formats if possible
   • Ensure files are accessible

3. Attachment Best Practices

   • Name files clearly
   • Use standard formats (PDF preferred)
   • Test attachment generation

17. Troubleshooting

Auto Mailer Not Sending

Possible Causes:

• Scheduling service not running
• Invalid email configuration
• Incorrect send time
• Send limit reached
• Auto mailer disabled

Solutions:

• Check system scheduler status
• Verify email settings
• Review send time configuration
• Check send limit setting
• Ensure auto mailer is active

Emails Not Received

Possible Causes:

• Wrong recipient email
• Email in spam/junk folder
• Email server issues
• Attachment too large
• Recipient email bounced

Solutions:

• Verify recipient email address
• Check spam folders
• Contact IT for server status
• Reduce attachment size
• Check bounce-back messages

Missing Attachments

Possible Causes:

• Report generation failed
• Permissions issue
• Data not available
• File size too large

Solutions:

• Check report generation logs
• Verify data exists for report period
• Check system permissions
• Review file size limits

Wrong Schedule

Possible Causes:

• Incorrect frequency setting
• Wrong send day
• Wrong time zone
• Send time misconfigured

Solutions:

• Review frequency settings
• Verify send day matches frequency
• Check system time zone settings
• Update send time

Cannot Edit Auto Mailer

Possible Causes:

• Insufficient permissions
• Auto mailer locked
• System processing

Solutions:

• Check user permissions
• Wait for current send to complete
• Contact administrator

18. System Integration

Email System

Integration:

• Connects to company email server (SMTP)
• Uses configured email credentials
• Respects email server limits
• Handles bounce-backs

Requirements:

• Valid SMTP configuration
• Sender email authentication
• Email server access

Report Generation

Integration:

• Pulls data from database
• Generates reports in real-time
• Applies branch filters
• Formats reports as PDF/Excel

Data Source:

• Attendance system
• Payroll system
• Leave management
• Compliance modules

Scheduler Service

Background Process:

• Runs continuously
• Checks schedules every minute
• Triggers email sending
• Logs send status

Monitoring:

• Check scheduler service status
• Review send logs
• Monitor failures
• Track send history

19. Security and Compliance

Access Control

Who Can Configure:

• Super Admin: Full access
• HR Admin: Create/edit/delete auto mailers
• Payroll Admin: May have limited access
• Branch Manager: May create for own branch only

Restrictions:

• User-level permissions apply
• Branch-level access control
• Audit logging enabled

Data Security

Email Security:

• Secure SMTP connection (TLS/SSL)
• No passwords in email content
• Sensitive data encryption
• Audit trail of all sends

Best Practices:

• Don't send passwords via auto mailer
• Be cautious with BCC usage
• Review recipient lists regularly
• Limit attachment of sensitive data
• Use secure file transfer for confidential data

Compliance

Data Privacy:

• GDPR compliance considerations
• Employee data protection
• Recipient consent
• Data retention policies

Audit Requirements:

• Log all email sends
• Track configuration changes
• Monitor failures
• Maintain send history

20. Important Notes

Critical Considerations

• Test Before Production: Always test with Send Limit = 1 first
• Verify Recipients: Double-check email addresses before saving
• Monitor Initially: Watch first few sends to ensure working correctly
• Review Regularly: Periodically review and update auto mailers
• Clean Up: Delete obsolete auto mailers
• Document Purpose: Keep records of why each auto mailer exists

Limitations

System Limits:

• Maximum recipients per email (system-dependent)
• Email size limits (typically 25MB)
• Attachment count limits
• Schedule frequency restrictions

Email Server Limits:

• Daily send limits
• Rate limiting (emails per minute)
• Attachment size restrictions
• Spam filter considerations

Maintenance

Regular Tasks:

• Review active auto mailers monthly
• Update recipient lists as staff changes
• Test email delivery quarterly
• Check for failed sends weekly
• Archive old configurations

Seasonal Updates:

• Adjust schedules for holidays
• Update content for new year
• Modify frequency during peak seasons
• Add/remove reports as needed

21. Related Pages

Before Using Common Auto Mailer

1. Email Configuration - Set up system email settings
2. Branch Master - Ensure branches are configured
3. Report Setup - Configure reports to attach

Other Auto Mailer Types

1. Analysis Branch - Branch-specific analysis reports
2. Analysis Unit - Unit-specific analysis reports
3. Transfer Summary - Employee transfer summaries
4. Not Ok By Billing - Billing exception reports
5. Not Transferred - Transfer pending reports
6. Punch Pending - Attendance punch pending alerts
7. Salary Comparison - Salary comparison reports

Related Operations

1. Report Generation - Manual report creation
2. Email Settings - Configure SMTP settings
3. Scheduler Configuration - System scheduler settings
4. Audit Logs - View send history and logs

End of Documentation