SUMMARY:

It is often required to inform few basic information of a newly joined employee like Name, Date of Join and Date of Birth to other existing employees in the organization or company. This information of the newly joined employee may initially be conveyed through email either to all or selective members of the organization as per Company policy.

PERKS now gives the facility of sending email from an employee, who has joined new in an organisation to all or selective employees. The email address of individual employee is stored in the Address Page of Employee Master. The information of Name, DOJ, and DOB of a newly joined employee can be sent automatically from employee master of PERKS to other employees.

MODULES AVAILABLE:

Masters / Employees

IMPLEMENTATION:

The following screen displays when the new employee joins and his HR details are entered in the employee master. See Table-1.

Table 1

On click on Save button, PERKS gives the next screen for selecting employees and sending email to them. The employees are displayed, sorted on their First Name and are tagged by default. See Table-2. 

Table 2 

PERKS gives various find facilities of employee selection, e.g. Tagged, Employee First Name, Employee Last Name, Employee Email, by which the desired employees can be selected and emails can only be sent to them.

If the employees are searched based on the Employee First Name, the radio button of Employee First Name is selected. All employees are sorted and displayed based on their First Name entered in the Employee Master. Upon this sorting, again if selective employees are required to be searched, whose first name starts with a letter say ‘s’, the Find Employee by First Name search option gives the facility on typing the letter ‘s’ in the text area. On just typing ‘s’, all the employees, whose first names start with setter ‘s’, are highlighted by the system. See the Table-3.

Table 3  

PERKS also gives the facility to tag the above three highlighted employees at a time with one mouse click on the button Tag Matching Employee. See Table-4  

Table 4  

If further searching is required, PERKS gives the facility to do the same by typing another letter, followed by a mouse click on the Tag Matching Employees button again. Note that once the employees are tagged, it remains same unless the employees are again untagged.

After selecting all desired employees, the Send Mail button is selected (either a mouse click or the toggle switch Alt+S) to send email of the selected recipients. This will automatically send email to the selected employees to their respective email addresses. If email is not desired to be sent, PERKS also gives the facility by click on the Cancel button. This will only save the employee master as usual.

The email will reach to the selected employees with the following Text Message and information e.g. Name, Date of Join, Date of Birth of the newly joined employee, as given below.

Please note that, employee having no email address, will not appear in the Send Mail screen. It is advisable to enter the email address in the Address Page whenever a new employee is added. The email is fired only in case of adding an employee in the Masters / Employee module.

NOTE : The mail will be sent using the default mail client configuration.