Overview

We are pleased to introduce a new feature that allows system-generated announcements to be sent directly to employees' email addresses. This enhancement is designed to improve communication and ensure timely delivery of important information.


Key Features

✔️ Send to Email Option

A new checkbox labeled "Send to email" has been added to the announcement creation form. When selected, this will enable the announcement to be distributed via email to all employees of the selected company.

?️ Scheduled Email Delivery

Announcements can now be scheduled for email distribution based on either:

  • Start Date of the Announcement Date Range
    If a date range is provided, the system will schedule the email to be sent based on the start date.

  • Datetime Picker
    A new datetime picker allows users to define an exact date and time for sending the email. This provides more precise control over communication timing.

Note: If both a date range and datetime picker are used, the datetime picker takes precedence.


Email Format

All email announcements follow a standardized format to maintain consistency and professionalism.


Subject:
Announcement: {{Subject_Title}}

Body:

Dear Team, 
We have an announcement to share with you. Please see the details below: 
{{Body_Text}} 
For any questions or further information, feel free to reach out. 
Best regards,  {{Sender_Name}}  {{Company_Name}} 
{Disclaimer Footer}

Disclaimer Footer:

“The information contained in this message is intended for the addressee only and may contain classified information. If you are not the addressee, please delete this message and notify the sender; you should not copy or distribute this message or disclose its contents to anyone. Any views or opinions expressed in this message are those of the individual(s) and not necessarily of the organization. No reliance may be placed on this message without written confirmation from an authorized representative of its contents. No guarantee is implied that this message or any attachment is virus free or has not been intercepted and amended.”



How to Use This Feature?

Follow the steps below to create and send a system announcement via email:

Step 1: Access the Announcement Module

  1. Click the profile icon in the upper-right corner of the page. 

  2. Select “Administration” from the dropdown.

  3. Click on the “Announcement” module in the sidebar menu.

Step 2: Create a New Announcement

  1. Click the “Add” button to create a new announcement. 

  2. Complete the required fields (highlighted in red), including:

    • Company

    • Division

    • Department

    • Section

    • Name – This will be used as the email subject line.

    • Image (optional)

    • Date Range – Controls visibility duration and may trigger the email schedule.

    • Description – Serves as the body of the email. 

Step 3: Configure Announcement Options

  1. Tick the “Active” checkbox to publish the announcement.

  2. Tick the “Send to email” checkbox to enable email delivery.

  3. Set the schedule date and time using the datetime picker to define exactly when the email should be sent. 

Step 4: Save and Confirm

  1. Click “Save.”

  2. A pop-up confirmation will appear:

    • Click “Yes” to confirm the creation of the announcement. 

  3. A second confirmation message will notify you that the announcement has been successfully created:

    • Click “OK.” 

Step 5: View the Announcement

  • The created announcement will now appear in the Announcement module list, visible to users based on configuration and email settings. 

  • It will also be visible to employees in their dashboard announcement section and sent to their email addresses at the scheduled time.  

Access & Permissions

Only users with the appropriate permissions (e.g., Admin or HR roles) can access this feature. Contact your system administrator to request access if needed.


Frequently Asked Questions

Q: What happens if I don't set a schedule using the datetime picker?
A: If the datetime picker is not used, the system will rely on the start date of the announcement’s date range to schedule the email.

Q: Can I send the email immediately?
A: Yes. Select the current date and time in the datetime picker to send the email as soon as the announcement is saved.

Q: Will users receive another email if the announcement is edited later?
A: No. Email announcements are only sent once per creation unless reconfigured and re-saved with the email option.


For further assistance, please reach out to your system administrator or our support team.