Who this article is for: Org Admin users
Overview
Batch communications let you send a one-time notice to many assemblies at once, outside of the auto-generated rules. You start from the Assemblies page, filter to the working list of assemblies you want to reach, pick a template, and generate a batch of notices to send. This is different from auto-generated communications, which are created by rules and tied to specific Communication Types.
When to Use Batch vs. Auto-Generated
Situation | Use |
Recurring reminders tied to compliance dates (first notice, overdue) | Auto-Generated |
One-off bulk announcements to many assemblies | Batch |
A single communication with one contact | Create Log (one-time) |
Batch is best for scenarios like:
A one-time program-wide announcement (for example, notifying everyone in a service area about a rule change)
A targeted outreach to a filtered segment (for example, all commercial assemblies in a specific zone)
Any bulk send that doesn't warrant setting up a new auto-generated rule
The Batch Workflow at a Glance
Filter the Assemblies list to the assemblies you want in the batch.
Click Add To Batch Communication (top right of the Assemblies page).
Configure the batch — name it, pick the template, set a due date.
Generate the communications.
Send or download the generated communications from the batch actions page.
Close out the batch when you're done — use Archive Batch before any email has been sent, or Mark as Complete once sending has started.
For the step-by-step, see Creating, Filtering and Sending a Communication Batch.
Batch States
A batch moves through these states over its life:
State | What It Means |
Open | Batch is created and named, but communications have not been generated yet |
Generating | Communications are being created (async job in progress) |
Generated | Communications have been created and can be sent or downloaded |
Partially Sent | At least one communication in the batch has been sent — email, letter or postcard. The batch can no longer be archived. |
Complete | Batch closed out by the user. Any remaining unsent communications are removed. Batch is retained for reference and can be cloned. |
Archived | Unsent communications removed; batch retained for reference and can be cloned |
FAQ
Q: Does batch replace auto-generated communications?
A: No. They serve different needs. Auto-generated handles recurring reminders tied to compliance dates; batch is for one-off bulk sends. Both will continue to exist.
Q: Can I target specific contacts at a location in a batch?
A: Batch sends to the contacts configured on the template at each location. If you need finer control over who at a location receives a notice, adjust the template's contact rules, or use one-time communications (Create Log) for individual contacts.
Q: Where do I see batches I've created?
A: When you create a batch from the Assemblies page, you are taken directly to it. To find existing batches later, go to the Communications section in the left nav and open the Communication Batches report.
Q: Can letter download files expire?
A: Yes — letter PDF downloads expire after a set period. An expired request can’t be downloaded, but you don’t need to clone or recreate the batch: open the expired request, select Remove, then request the download again from the same batch.