HR Communications: Emails, Documents & Todos

This guide covers the communication and task management tools available to HR administrators in EVENTRA.

1. Email Management

The email section provides a complete overview of all system-generated emails sent to employees. You can view delivery statuses, filter by tags or status, and inspect individual email content.

Accessing the Email Log

1. Open the HR area from the main navigation.
2. Navigate to the E-Mails section.
3. You will see a table titled E-Mails listing all sent emails.

Understanding the Email Table

The table displays the following columns:

Column	Description
Status	Delivery status badge (see below)
Empfanger	Recipient name and email address
Betreff	Email subject line
Datum	Date and time sent (shows "Heute" for today, "Gestern" for yesterday)
Aktionen	Actions dropdown menu

Email Delivery Statuses

Hover over any status badge to see an explanation panel titled E-Mail Status Erklarung. The statuses are:

Status	Meaning	Color
Created	Email has been created and is waiting to be sent	Gray
Sent	Email has been successfully submitted for delivery	Blue
Delivered	Email has been successfully delivered to the recipient	Green
Opened	Email was opened by the recipient	Green
Clicked	A link in the email was clicked by the recipient	Green
DeliveryDelayed	Delivery is delayed and will be retried	Yellow
Delayed	Sending is delayed due to temporary issues	Yellow
Bounced	Email could not be delivered (invalid address or full mailbox)	Red
Complained	Email was marked as spam	Red
Rejected	Email was rejected by the receiving server	Red
Failed	Sending failed due to a technical error	Red

Filtering Emails

1. By Tag: Use the Tag dropdown (labeled "Alle Tags" by default) to filter emails by their associated tag.
2. By Status: Click the status badges at the bottom of the filter area. Each badge shows the count for that status (e.g., "Delivered: 42"). Click a badge to toggle that filter on or off.
3. By Search: Use the search field to find emails by recipient name, email address, or subject line.

Viewing Email Content

1. Double-click any email row, or click the three-dot menu icon and select Details anzeigen.
2. A dialog opens showing the email subject, the recipient (labeled Empfanger:), and a rendered preview of the email content.
3. Close the dialog by clicking outside it or pressing the X button.

Refreshing the Email List

Click the Aktualisieren button (with the refresh icon) to reload the email data.

2. Document Management

The documents section provides a file manager where you can upload, organize, rename, tag, and delete files and folders.

Accessing Documents

1. Open the HR area from the main navigation.
2. Navigate to the Dokumente section.
3. You will see a file table with columns: Name, Tag, Änderungsdatum (modification date), Große (size), and Art (type).

Uploading Files

1. Click the Hochladen button in the toolbar.
2. Select one or more files from your computer.
3. Files will upload and appear in the table.

Creating Folders

1. Click the Neuer Ordner button in the toolbar.
2. A new folder appears in the table with an inline text field.
3. Type the folder name and press Enter to confirm, or Escape to cancel.

Organizing Files

• Drag and drop: Drag files and folders to move them into other folders.
• Expand/collapse folders: Click on a folder row to expand or collapse its contents. A chevron icon rotates to indicate the current state.

Context Menu Actions

Right-click any file or folder to access the context menu:

Action	Description
Neuer Ordner	Create a new folder at this location
Herunterladen	Download the file (files only)
Umbenennen	Rename the file or folder inline
Tag	Assign a tag (currently available: Vertragsvorlage for contract templates)
Löschen	Delete the file or folder

Deleting Files

1. Right-click the file or folder and select Löschen.
2. A confirmation dialog appears:
   • For files: Möchten Sie "[name]" wirklich löschen?
   • For folders: Möchten Sie den Ordner "[name]" und alle darin enthältenen Dateien und Unterordner wirklich löschen?
3. Click Löschen to confirm or Abbrechen to cancel.
4. On success, a toast message confirms: "[name]" gelöscht.

Tagging Files

1. Right-click a file or folder and hover over Tag.
2. Select Vertragsvorlage to mark the file as a contract template. A checkmark appears next to the active tag.
3. Select Tag entfernen to remove the tag.

3. Todo / Task Board

The Todos section (labeled Aufgaben in the UI) shows HR action items that require attention. These are system-generated alerts about data quality issues.

Accessing Todos

1. Open the HR area from the main navigation.
2. Navigate to the Aufgaben section.
3. The table shows all current HR tasks, defaulting to show unread items.

Todo Categories

Todos are organized into four categories, each shown as a colored badge:

Category	Label	Severity	Description
Duplikate	Duplikat	High (red)	Potential duplicate employees detected (matching tax ID or social security number)
Platzhalter	Platzhalter	High (red)	Employees using placeholder values for tax ID or social security number
Beschäftigung	Beschäftigung	Medium (orange)	Employment status issues (e.g., missing employment type)
Monatsabschluss	Monatsabschluss	Low (blue)	Monthly closing tasks

Understanding Placeholders

Filtering Todos

1. By Status: Click the Status button to cycle through:
   • Alle (all items)
   • Offen (unread/open items)
   • Erledigt (completed/read items)
2. By Category: Click the category badges at the bottom (e.g., "Duplikate: 3") to filter by that category.
3. By Search: Use the search field to filter by title, description, user name, or email.

Managing Todos

• Click Erledigt (with green checkmark) to mark an open todo as done.
• Click Offen (with red X) to reopen a completed todo.
• When a todo is marked as done, hovering over the info icon shows who marked it and when (e.g., Erledigt am [date] Uhr).
• Click a user name in the Benutzer column to navigate to their profile.

Copying Email Addresses

At the bottom of the page, click the E-Mails kopieren button to copy all visible employee email addresses to your clipboard. The button shows the count (e.g., E-Mails kopieren (12)).

4. Automations (Coming Soon)

Current State

When you navigate to the automations section, you will see:

• A heading: Automatisierungen
• A description: Erstelle automatische Workflows fur Benachrichtigungen, Datei-Zuweisungen und mehr.
• A Neuer Workflow button to create new automations.

Available Triggers (Preview)

The system supports the following workflow triggers:

Trigger	Label
User registered	Benutzer registriert
User data completed	Benutzerdaten vollständig
Application submitted	Bewerbung eingereicht
Shift assigned	Schicht zugewiesen
Shift accepted	Schicht angenommen
Scheduled (cron)	Zeitplan

Available Actions (Preview)

Action	Label
Send email	E-Mail
Assign file	Datei
Generate document	Dokument

5. Document Workflows / Contract Management (Coming Soon)

Current State

The page shows three tabs:

Tab	Label	Description
Information	Information	General information about the contract management system
Allgemeiner AV (digital)	General employment contract (digital)	Upload and manage digital contract templates
Befristungsblatt (schriftlich)	Fixed-term contract sheet (paper)	Manage paper-based fixed-term contract documents