Who this article is for: Authority Users
Overview
Auto-generated communications don't send themselves. They wait in the Unsent Communications queue until you act on them — sending emails, downloading letters to print and mail, or removing notices that shouldn't go out. This article walks through each action and how to work through the queue efficiently.
Reaching the Unsent Communications Queue
Click Communications in the left navigation.
The default view is Unsent Communications. If you see a different view, open the report selector (top left) and choose Unsent Communications.
The queue shows every notice that has been generated but not yet delivered, with columns for Communication Type, Location, Contact, Contact Method, Due On, and Generated On.
Working by Method
Communications come in two delivery methods, and each has a different action:
Email communications need to be sent from SwiftComply.
Letter communications need to be downloaded, printed, mailed, and then marked as sent.
You can filter the queue by Contact Method to focus on one type at a time.
Sending Email Communications
In the Unsent Communications queue, select the email communications you want to send (individually or in bulk).
Click the Send action.
SwiftComply delivers the emails and moves them out of the Unsent queue into the sent history for each assembly/location.
If any emails fail to deliver (invalid address, bounced, etc.), those will appear in the Communications with Errors report.
Downloading Letters for Print and Mail
In the Unsent Communications queue, filter by Contact Method = Letter.
Select the letters you want to download.
Click the Download action. SwiftComply produces a bundle (typically PDF) of the selected letters.
Print and mail the letters.
Return to SwiftComply and mark the letters as sent — this updates the record so the letter shows in the assembly's and location's communication history with a Sent date.
💡 Use the Downloads area (top right of the Communications page) to track your download history. If you need to reprint, you can often re-download from here rather than regenerating.
Removing Unnecessary Communications
Sometimes a generated notice shouldn't go out — the contact was recently spoken to, the data was wrong and has since been fixed, or circumstances changed. To handle these:
Open the communication from the Unsent queue.
Choose the remove action.
The communication is removed from the queue and does not go out.
Removing a communication doesn't undo the underlying trigger — if the rule runs again and the record still matches, a new notice will be generated.
Marking a Letter as Sent After Mailing
Once you've printed and mailed letters, come back and record them as sent:
Select the letters you mailed.
Click the Mark as Sent action.
The communications move to Sent status with today's date (or the date you specify) and appear in the sent history for the relevant assemblies and locations.
If you skip this step, the communications will remain in the Unsent queue and show as if they were never delivered.
Dealing with Errored Communications
Communications that failed during generation or send appear in the Communications with Errors report. Open the report, review the error reason on each row, and fix the underlying issue (typically on the contact or location record). Once fixed, the next rule run will generate a new valid communication.
FAQ
Q: Can I send the whole Unsent Communications queue in one click?
A: Yes, for emails. Filter to just email communications, select the rows you want, and send. For letters, the recommended approach is still to download in manageable chunks and mail them, then come back and mark as sent.
Q: What happens if I send an email with bad data in it?
A: The email goes to the contact as-is. If the data problem was in the source record (for example, an address field that resolved as blank), fix the record and generate a corrective communication if needed. There is no "unsend" for emails SwiftComply has already delivered.
Q: Why is a communication still in my Unsent queue after I mailed the letter?
A: Because you haven't marked it as Sent yet. The queue doesn't know about actions you take outside SwiftComply. After mailing, always come back and mark the letter as sent so the history reflects reality.
Q: If I leave a communication in Unsent, will it eventually auto-send or expire?
A: No. Communications stay in the Unsent queue indefinitely until you act on them (send, remove, or mark as sent). If a queue is aging, consider whether the underlying rule is creating notices you don't need.