This article shows water purveyors how to print and mail a notification and a test report or survey form to the owner of an assembly at the same time. The test report form will automatically pre-populate with customer, service location and assembly information, while the survey form will pre-populate with customer and service location information.  

1. Select Notifications from the navigation menu.

2. In the Pending Notifications section, click +Notification Batch in the top right corner.

3. On the Create Notification Batch page, enter a Name to use as an internal reference for this notification batch.

4. To attach a test report/survey form with this notification, check the Attach Test/Survey Forms box.

5. Do one of the following:

  • If you have parent customers and want them to receive notifications, leave the Ignore Parent Customers box unchecked.

  • If you have parent customers and do not want them to receive notifications, check the Ignore Parent Customers box.

6. If you want the notification date of this batch to appear on the notification, click the Calendar icon to select a date and time.

Note: The notification date will only appear if the {{notification_date}} field is added to the template. Click here for more information about notification templates.

7. Select the notification template you want to use for this notification batch from the dropdown list.

8. Click Next at the bottom of the page.

9. Click one of the following buttons to add the customers you want to receive the notification and test report or survey form: 

  • Add from Search

  • Add from Upcoming Tests

  • Add from Pending Retest
    Note: Click here for detailed information about creating notifications for pending retests.

  • Add from Deficiencies
    Note: Click here for detailed information about creating notifications for pending retests.

10. Use the filters on the page you selected to narrow down your results, and then click Refresh.

11. Do one of the following:

  • Select individual assemblies: Check the box to the left of each backflow assembly that you want to include in this notification batch.

  • Select all assemblies on the page: Check Select All On This Page near the top of the page.

  • Select all assembly records: Check Select Records From All Pages at the bottom of the page.

12. Click Add Selected Assemblies To Notification Batch at the bottom of the page.

13. You return to the Edit Notification Batch page. Make any necessary adjustments to the Name, Notification Date, and selected Template.
14. Click Remove next to any record that you do not want to include in this notification batch.

15. To add an attachment that will be printed and mailed with the notification, drag and drop the image or document that you want to upload in the Upload Attachments box at the bottom of the page; you can also click in this box to select the file you want to upload.

16. When you are finished, click Next above the Attachments section.

17. Double-check that everything looks correct, and then do one of the following:

  • To select individual records, check the box to the left of each backflow assembly for which you want to send a paper notification and test report or survey form.

  • To select all records without an email address, check the box near the bottom of the page.

18. Click one of the following to save a copy of the notification batch:

  • Download PDF for Selected: Select this to download a PDF file that contains the template you selected for this notification batch, followed by all of the test report forms or survey forms for the selected assemblies. There is one letter template per customer (or parent customer), followed by test forms or survey forms for all of the selected assemblies; these are grouped by service location as well.

  • Download CSV for Selected: No forms are included with this option, but it does create an Excel file that you can use to create your own letters and labels through mail merge.

  • Download Test Form for Selected: Select this to download the PDF file that contains only the test forms for the selected assemblies; it does not include the template PDF. These are grouped by parent customer, customer, and service location.
    Note: This button will only appear if you selected the Attach Test/Survey Forms box, as shown above in step 4.

19. Open and print the PDF or CSV file, and then mail your paper notifications and test report or survey forms as usual.
Note: If you selected more than 10 records, a link will be emailed to you so you can download and print your notifications and test report or survey forms.  

20. Click Mark Batch Complete at the bottom of the page to indicate that you have mailed these paper notifications and test report or survey forms.

21. When the popup appears, click OK to continue.

You return to the Notifications page. You can review the status of this paper notification batch by viewing the Details of the Completed Notifications.

Did this answer your question?