Faulty missing timesheet notification email in AX 2012?

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Hi,

My company are using timesheets in module Project & accounting in AX. Every thing looks pretty well except that the missing timesheet notification email works incorrectly. Several timesheet users that have already submitted their timesheets on time or even, early than a deadline 02, even 03 days, but they still received a "missing timesheet" like below:

From: AX Admin
Sent: Monday, November 16, 2015 12:12 PM
To: Edward Jd
Subject: Missing timesheet for this period

Hello,

This is reminder that as of today, you have not submitted your project timesheets for last week.

Please make every effort to complete this at your earliest.

Regards,

AX ADMIN

Please help!

Thanks

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André Arnaud de Cal... 300,896 Super User 2025 Season 2 on at

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Hi Thai,

Please check if therr are some periods where the time was not entered. The mail is setup with the text last week, but it can also be related to another week. At another customer we have setup to include the period in the mail.

You can print the missing timesheets report to find out which period is not completed.

In the past there was also an issue where it was not correctly recognized which periods needs to be completed based on the employment dates. Which version of AX 2012 are you running?

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Hi Andre,

Below is the version that I'm using now. In fact, not all time-sheet users get the 'missing notification email' so I guess your saying '... some periods where the time was not entered' makes sense. My friend who does worker update periods usually runs the update from '09/28/2015' for any new time sheet users regardless when they start working (in Sep, Oct, Nov). So there are several time-sheet users having 'unwanted weekly periods that they never have working hours'. I just wonder if these periods can be removed or deleted from AX for a specific time sheet user or not.

Thanks

Thai

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André Arnaud de Cal... 300,896 Super User 2025 Season 2 on at

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Hi Thai,

You can check the periods for these users. Or delete some records in the worker periods table or manage it using the employment start date.

You can use variables in your email messages like:

%PeriodFrom%

%PeriodTo%

%name%

%TimesheetNumber%

These will be replaced during creation of the email messages.

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Hi Andre,

Thanks for your advice, Andre: it's a very good idea to me to make not only notification message clearer, but also timesheet users not confused. Therefore I changed the notification message using variables as mentioned following your guide.

Beside that, I also tried to delete a few weekly periods (that I don't have any hours) for my timesheets in my test environment. Then I run the missing timesheet report: it still show that I is one of employees who miss a timesheet.

Thanks

Thai

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André Arnaud de Cal... 300,896 Super User 2025 Season 2 on at

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Hi Thai,

Can you explain what you mean with " I also tried to delete a few weekly periods (that I don't have any hours) for my timesheets in my test environment."?

Did you delete periods in general or worker periods?

Have you also tried to change employment dates of this worker in HCM?

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Hi Andre,

I'm sorry to make you confused. For some reason, my coworker usually does 'Update worker periods' from 09/28/2015. Therefore new comers start working in Oct, Nov or Dec 2015 also have weekly periods starting from 09/28/2015 & so they don't have any hours in these periods (before their employment start dates). In testing environment, I've tried to delete these periods for my profiles, but the missing timesheet report still shows me as who have missing timesheets in those periods above.

I haven't tried to change employment start date because these dates were input correctly in our AX.

Thanks

Thai

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André Arnaud de Cal... 300,896 Super User 2025 Season 2 on at

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Hi,

would it be possible to verify the contents of the run method from the class ProjMissingHourRegEmail?

I would like to know if this method has some statements where the hcmemploymenttable is considered.

what start date of the employment is used for your workers?

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Hi Andre,

One emp. has her employment start date: 12/03/2015, but she has worker periods since 09/28/2015.

As your thinking, table hcmemployment is used.

Below is the content of run in class :

/// <summary>

/// Contains the code that does the actual job of the class.

/// </summary>

public void run()

{

HcmWorker hcmWorker, hcmManager;

HcmPositionRecId hcmPositionId;

HcmWorkerRecId hcmManagerId;

HcmEmployment hcmEmployment;

ProjParameters projParameters;

ProjPeriodLine projPeriodLine;

ProjWorkerSetup projWorkerSetup;

TSTimesheetTable tsTimesheetTable;

str userName, managerName;

SysEmailId sysEmailId;

SysUserInfo sysUserInfo;

Map mappings = new Map(Types::String,Types::String);

int emailsSent =0, missingEmailIds =0;

// Method to convert the DateTime to Date applying the timezone offset

date convertToDate(utcDateTime _dateTime)

{

return DateTimeUtil::date(DateTimeUtil::applyTimeZoneOffset(_dateTime, DateTimeUtil::getUserPreferredTimeZone()));

}

this.initQuery();

// Get the email template Id from the projParameters table

select firstOnly MissingTimesheetsEmailId from projParameters;

sysEmailId = projParameters.MissingTimesheetsEmailId;

if (!sysEmailId)

{

// If the email template Id is not found, throw an error.

throw error("@SYS4003506");

}

startLengthyOperation();

ttsbegin;

while (queryRun.next())

{

projWorkerSetup = queryRun.get(tableNum(ProjWorkerSetup));

projPeriodLine = queryRun.get(tableNum(ProjPeriodLine));

tsTimesheetTable = queryRun.get(tableNum(TSTimesheetTable));

hcmEmployment = queryRun.get(tableNum(HcmEmployment));

// As we have relaxed the ranges by 2 days on both sides in the query earlier, we perform a strict check here.

if(((convertToDate(hcmEmployment.ValidTo) <= periodToDate) && (convertToDate(hcmEmployment.ValidTo) >= periodFromDate)) ||

((convertToDate(hcmEmployment.ValidFrom) <= periodToDate) && (convertToDate(hcmEmployment.ValidFrom) >= periodFromDate)) ||

((convertToDate(hcmEmployment.ValidFrom) <= periodFromDate) && (convertToDate(hcmEmployment.ValidTo) >= periodToDate)))

{

// Find the worker from HcmWorker table to get the data

hcmWorker = HcmWorker::find(projWorkerSetup.Worker);

hcmPositionId = HcmWorker::getPrimaryPosition(projWorkerSetup.Worker);

hcmManagerId = HcmPosition::getReportsToWorker(hcmPositionId);

hcmManager = HcmWorker::find(hcmManagerId);

managerName = hcmManager.name();

// If the timesheet's approval status is Create(Draft), All(Missing) or Returned then send email

if (hcmWorker.email()

&& (tsTimesheetTable.ApprovalStatus == TSAppStatus::All

|| tsTimesheetTable.ApprovalStatus == TSAppStatus::Create

|| tsTimesheetTable.ApprovalStatus == TSAppStatus::Returned) )

{

sysUserInfo = sysUserInfo::find(curuserid());

userName = sysUserInfo.Email;

mappings.insert('name', hcmWorker.name());

mappings.insert('telephone', hcmWorker.phone());

mappings.insert('hours',strfmt("%1", tsTimesheetTable.totalHours()));

mappings.insert('periodCode', projWorkerSetup.PeriodId);

mappings.insert('timesheetNumber', tsTimesheetTable.TimesheetNbr);

// If 'All' is the timesheet status, replace it with 'No timesheet'

if(tsTimesheetTable.ApprovalStatus == TSAppStatus::All)

{

mappings.insert('status', "@SYS4003505");

}

else

{

mappings.insert('status', enum2str(tsTimesheetTable.ApprovalStatus));

}

mappings.insert('periodTo', date2StrUsr(projPeriodLine.PeriodTo, DateFlags::FormatAll));

mappings.insert('periodFrom',date2StrUsr(projPeriodLine.PeriodFrom, DateFlags::FormatAll));

mappings.insert('manager', managerName);

// Send email

SysEmailTable::sendMail(sysEmailId, SysEmailTable::find(sysEmailId).DefaultLanguage, hcmWorker.email(), mappings, '', '', true, userName, true);

emailsSent++;

}

else if (!hcmWorker.email())

{

// If the worker does not have the email configured, increment the missing email Ids counter.

missingEmailIds++;

}

}

}

info(strFmt("@SYS4003503", emailsSent, missingEmailIds));

ttscommit;

endLengthyOperation();

}

Thanks

Thai

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