Overview
This article explains how purveyors can create and send email notifications for upcoming or past due surveys, inspections or hazard assessments to a batch of customers.
NOTES
Before preparing a new email notification batch, make sure you have set up the template that you want to use. See our article about setting up notification templates to learn more.
If you have parent customers, email notifications will only be sent to the parent customer's email. All child customers of a parent will be grouped into one email that will be sent to the parent customer's email. See our article about setting up specific notification values to learn more.
Send Email Notifications
You can create notifications for surveys from several pages in Syncta:
Upcoming Surveys
Search
Notifications
For this article, we'll start from the Upcoming Surveys page.
1. On the Dashboard, click Upcoming Surveys at the bottom of the page.
The Upcoming Surveys page defaults to show surveys for all water purveyors within the upcoming month, and includes all location types.
2. Change any of the following filters as desired:
Water Purveyor: If water purveyor is used to designate different areas or another indicator, select the specific purveyor; leave blank to include all water purveyors.
Upcoming Interval: Select a date range for service locations that are due to be surveyed; select Never Surveyed for service locations that have not yet been surveyed or All Past Due for locations where a survey is past due.
Customers Per Page: We recommend selecting 500 to ensure that all customers are displayed on one page.
Remove Default Service Locations: If default service locations use a mailing address but don't have any assemblies at that location, check this box to remove default service locations from your search.
Status: Select the status of service locations as Active or Inactive.
NOTE: The status is set on individual service location pages.
The Location Type dropdown list can include high-level location types and sub location types. High-level location types are bold, and sub location types under it are not. You can include all location types, an individual location type or multiple location types as desired.
NOTE: You set up the location types that appear in this list. See our article about setting up location types to learn more.
3. In the Location Type dropdown list, do one of the following:
To include all location types, leave this field blank.
To select one location type, select the high-level location type or sub location type as desired.
To select multiple location types, select each one that you want from the list. If you select a high-level location type, all sub location types under it are automatically selected. To exclude individual sub location types, uncheck each one as desired.
4. Click Refresh to continue.
The updated survey filters appear below the Filters section in alphabetical order by customer.
5. Do one of the following:
Select individual service locations: Check the box to the left of each service location you want to schedule, include in a notification batch, or print as a PDF.
Select Records From All Pages: Check this box at the bottom of the page to select all service locations from all pages that will be scheduled, included in a notification batch, or printed as PDFs.
6. Click Create Notifications for Upcoming Service Locations.
7. On the Create Notification Batch page, enter a Name to use as an internal reference for this email notification batch.
8. To add a personalized email subject for this notification batch, enter it in the Email Subject box. If you leave this blank, a default email subject will be added for you.
9. To attach a pre-populated survey with this notification, check the Attach Survey Forms box. Survey forms will be prepopulated with customer and service location information.
10. Do one of the following:
If you have parent customers and do not want them to receive notifications, check the Ignore Parent Customers box.
If you only want parent customers to receive notifications, check the Parent Only box.
If you want all customers to receive notifications, leave both of these boxes unchecked.
11. If you want the notification date of this batch to appear on the notification, click the Calendar icon to select a date.
NOTE: The notification date will only appear if the {{notification_date}} field is added to the template. See our articles about notification templates to learn more.
12. Select the notification template you want to use for this notification batch from the dropdown list.
13. To add an attachment that will be emailed with the notification, scroll to the bottom of the page to the Upload Attachments box. Drag and drop the image or document that you want to upload; you can also click in this box to select the file you want to upload.
14. Click Save and Next to continue.
15. On the Batch Details page, scroll to the bottom of the page. Do one of the following:
If you want to include additional service locations in this notification batch, click Add from Search or Add from Upcoming Surveys.
If you do not want to include additional service locations in this notification batch, go to step 16.
16. Click Include all records, and then click Send All Emails.
17. When the popup appears, click OK to continue.
You return to the Notifications page. You can review the status of emails by clicking Details for this batch in the In-Progress Notifications section.
