Overview
This article explains how purveyors can create, download, and print paper notifications for upcoming or past due surveys, inspections or hazard assessments.
NOTES
Before preparing a new paper notification batch, make sure you have set up the template that you want to use. See our article about creating notification templates to learn more.
If you have parent customers, paper notifications saved as PDF or CSV files will be grouped first by the parent customer, then customer, and finally by service location. 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 include in a notification batch.
Select Records From All Pages: Check this box at the bottom of the page to include all service locations from all pages in a notification batch.
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 notification batch.
8. 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.
9. 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.
10. 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.
11. Select the notification template you want to use for this notification batch from the dropdown list.
12. To add an attachment that will be printed with each 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.
13. Click Save and Next to continue.
14. 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 15.
15. Select one of the following:
Include all records: Click this to print notifications for all records, including those that have email addresses.
Select all records without an email address: Click this to print notifications for only records without an email address.
16. Click Download PDF for Selected to save a copy of the notification batch and related attachments.
NOTE: If you selected more than 10 records, a link will be emailed to you so you can download and print your notifications.
17. If you want to export name and address information to be used in a mail merge file, click Download CSV for Selected.
18. Open and print the PDF file of notifications, and then mail your paper notifications as usual.
19. Click Mark Batch Complete at the bottom of the page to indicate that you mailed these paper notifications.
20. When the popup appears, click OK to continue.
You return to the Notifications page. To review details of this paper notification batch, click Details in the Completed Notifications section.
