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.
Mark complete or archive the batch when you're done.
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 | Some emails have been sent |
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, navigate to the Communications section in the left nav and look for Batch Communications.
Q: Can letter download files expire?
A: Yes — letter PDF downloads expire after a set period. If your download link is no longer available, re-request it directly from the batch — no need to clone or recreate it.