Add or Edit a Scheduled Email Notification

Add or Edit a Scheduled Email Notification

Scheduled Email Notifications are available as an Add-On Module. These notifications can be sent to recipients based on a specific set of criteria that are defined by a Permit Manager or Administrator.  For example, an email could get sent to an applicant a set number of days after an event has concluded, or a review reminder could go out to reviewers a set number of days before a deadline. 

With the Scheduled Notification add-on module, you can create as many Scheduled Email Notification as you like - there's no limit. You can also edit to change the criteria, recipients, and the content of the notifications.

Steps

1. Go to Tools > Configuration.

2. Scheduled Email Notifications are specific to each Application Type. Depending on your setup, you may have more than one Application Type. Locate the Application Type to which you want to add or edit the notification and click Notifications.

   

3. Scroll down to the Scheduled Notifications/Reminders section.

   • To Add a Notification, click Add Scheduled Notification and add the information as described below.

   • To Edit an existing Notification, locate the notification in the list and click the Name and edit the information as described below.

4. Notification Name: Give the notification a descriptive name.

5. Template: Choose from the available templates. This will determine the design your email uses when it gets sent out.

6. Sender Name: This is optional and is the name that will display as the sender for the recipient.

7. Sender Email: This often a no-reply email address. However, any emails that can't be delivered will get sent back to this account.

8. Recipients: Choose the types of users this notification will be sent to.

9. Send Date: These settings control when the email will be sent out based on the criteria you define.

   

   • Number of days Before/After the event Start/End date. Every event or permit has both a Start and an End Date (although single day events will have the same start and end date). In this row, you'll determine whether you're using the Start or End Date as the trigger for the notification. And then you specify the Number of Days - either Before or After - that date, that the email will be sent on. So if you wanted a reminder to go out 4 weeks before an event starts, you would choose: 28 days Before the Start date. If you wanted it to go out 2 weeks after the event ends, you would choose: 14 days After the End date.

   • Application Status. The notification will only be sent when an application is in the status that you specify, and you must specify one status. If you want a notification to get sent when the application is in different statuses (for example Submitted AND Under Review), then you must create multiple Email Notifications.

   • Workflow Step: If a Workflow Step is selected, then the Email Notification will only get sent when that step has been answered Yes on the application, or is mandatory, which means it appears on the application form. Notifications deemed for Reviewers only get sent to Reviewers that are assigned to the specified section. If a Workflow Step does not apply, choose Not applicable.

10. Reviewer Status: The option you choose in this section will determine whether the email is sent out before or after a reviewer has completed the review process. You can only choose one option.
    

    

    • Ignore Reviewer status: Choose this option when you want the email to be sent regardless of the Reviewer status, meaning the Reviewer may or may not have completed their review.

    • Reviewer has completed review: Choose this step when you want the email to be sent ONLY if the reviewer has completed their review.

    • Reviewer has not completed review: Choose this step when you want to the email to be sent ONLY if the reviewer has not completed their review.

11. Email Subject: The subject line you want to appear in the email. You can use Dynamic Parameters in your subject line, which are tags that let you merge in data such as the recipient's name, the application's name and dates, and links to the application form. See the Dynamic Parameters article for a more detailed explanation and a description of the parameters you can use.

12. Email Body: The main text of the email notification you want to send. You can also use Dynamic Parameters here.

13. Dynamic Parameters: A list of the Dynamic Parameters you can use in Email Notifications. As noted, these are tags that let you merge in data such as the recipient's name, the application's name and dates, and links to the application form. See the Dynamic Parameters article for a more detailed explanation and a description of the parameters you can use.

14. Enabled: Ensure this button is set to On so your Email Notification triggers based on the parameters you set. If this is sett to Off, the Email Notification will not get sent.

15. Once you've completed your setup, click Save Email Notification.