When a surveyor notes a deficiency at a service location, purveyors can send notifications to the customer about what issues were found, what needs to be fixed, and by when. They can also send past due notices for deficiencies when they are not resolved by their required due date. These notifications can be sent in a batch for a group of survey deficiencies all at one time.
Purveyors can create a customer notification template for deficiencies using our Templates feature. The following article shows you how to create an example deficiency notification template that you can modify to suit your needs.
Create a Survey Deficiency Notification Template
1. Select Administration from the navigation menu, and then select Templates.
2. At the top of the Templates page, click +Template.
3. On the Templates page, let's start by adding the following:
Template Name: Enter a template name that will be used for internal reference. For this example, we'll call this Deficiencies Need To Be Corrected.
Email Subject: Enter an email subject that will make sense to the customer and is likely to get their attention. For this example, the email subject will be Issues Identified During Your Last Inspection.
Increase Due Date By The Following Number Of Days: If you want to push out the original due date of the deficiency by a certain number of days after sending this notification, add the number of days here. When the notification record is completed, the due date will increase by the number of days you enter in this field. For example, if you want to give the customer an additional 30 days to resolve the issue after you send them this notification, enter 30 in this field. When the notification is completed for the selected record, it will add 30 days to the original due date. This will help remind you again 30 days after the original due date to send them another notice if they still have not resolved the issue. Enter 0 if you do not want the due date to change.
Note: Weekends and holidays are included by default when calculating the Next Due Date. If you want to exclude them, update the setting on the Company Options page.
4. Now let's build the body of the deficiency notification email/letter using a combination of text and computed values. Below is an example of what could be included in the Email And Letter Body section for survey deficiencies.
5. Scroll to the bottom of the page, and then click Create Template.
Below is an example of what this email deficiency notification looks like when the customer receives it.