Open topic with navigation
> Making changes globally / Creating email addresses and passwords / Employee email addresses and password structure
Employee email addresses & password structure
To save time, you can set up a structure that creates employee email addresses as well as passwords for electronic documents. The structure can be applied to more than one employee at the same time. You should confirm with the relevant
employees that they want to receive their P60 and payslips by email, and make a note of the
confirmation date.
Setting up email address & password structures
1. From the Employee List, select
the relevant employees > Tasks > Global Changes > Electronic Documents > Set Electronic
Documents Flag.
2. Enter
the date the employees agreed to receive their P60 and payslip by email > OK.
3. Tasks > Global Changes > Electronic Documents > Set Email Address
and Password.
5. You
can now:
Set
the email structure
Part 1 - The first section before the @ sign.
This is often the employee's first name and surname. For example, John
Smith where John = [FirstName] and Smith = [Surname]. You can enter a
separator between the first name and surname, such as a dot.
Part 2 - This section goes after the @ sign.
This is your email domain name. For example, sage.com or sage.co.uk
1. To
set the first part of the email address, for example [FirstName], select
a description from the Available Fields list, then to add the description
to the Email Address Structure box, click >.
2. To
add another description, such as [Surname], to the first part of the email
address, repeat step 1. Before you add the description, make sure your
cursor is positioned in the correct place in the email address structure.
3. Manually
enter the second part that goes after the @ sign.
4. To
replace an existing email address recorded in the employee's record, select
the Replace existing payslip email address check box.
Set
the password structure
You can choose the description you want to
use as the password. The descriptions are based on the information recorded
in your software. For example, you can use the employee's NI Number or
date of birth.
1. From
the Available Fields list, select a description that you want to use for
the password, then click > to add the description to the Email Address
Password box.
2. To
add another description, repeat step 1. Before you add the description,
make sure your cursor is positioned in the correct place in the email
address password.
3. To
replace an existing email payslip password recorded in the employee's
record, select the Replace existing payslip email password check box.
6. To finish and save your changes > Save.
The employee's email address and password is displayed on
the Analysis tab, in their Employee Record. See Recording
employee analysis details.
If you have any feedback about this topic, we'd love to hear from you.
If you have Sage Cover and you have a general support query, you can get in touch at https://my.sage.co.uk/contact-us/
If you don't have Sage Cover, you can find out more about it here.
