Who this article is for: Org Admin users
Overview
A communication batch lets you send the same letter or notice to many assemblies at once. You filter the assemblies you want, bundle them into a batch, pick a template, set a due date, generate the communications, send or download them, and mark them sent — all from one workflow.
Before you begin
You must have an Org Admin role to create and manage batch communications.
At least one published communication template with a Batch trigger type must exist in your organization.
Setting up a template for batch
Before you can run a batch, you need a published template with a Batch trigger type. If one already exists in your organization, skip to Step 1.
For step-by-step setup instructions, see Creating a Batch Communication Type and Template.
Key template settings for reference:
Setting | What it does |
Contact Types | Which contact types receive the communication |
Contact Methods | Email and/or letter |
Use Primary Contact | Send only to the contact marked primary |
Use Only First Available Method | Use the first listed method rather than all methods |
Disable Assembly Grouping | On: one communication per assembly. Off: one communication per location, covering all assemblies at that location in the batch. |
Include PDF in Email | Attaches a PDF of the email content to the email |
CC / BCC | Fixed addresses copied on every email in the batch |
When the template is ready, click Publish. Only published templates appear in the batch template dropdown.
Step 1: Filter your assemblies
From the left nav, go to Assemblies.
Use the column filters (compliance status, test due date, location, etc.) to narrow the table to the assemblies you want to contact.
💡 The batch includes every assembly currently shown by your filter. Double-check the result count before moving on.
💡 Two filters help narrow your list: Location Active (whether the assembly's location is active) and Assembly Active (renamed from "Active" — whether the assembly itself is active).
⚠️ If your filtered list includes assemblies at inactive locations, a warning banner will appear on the batch page. Batch communications will still send to contacts at inactive locations — unlike automated communications, which skip them. Use the Location Active filter to exclude those assemblies if needed.
Step 2: Start a new batch
With your filters applied, click Add To Batch Communication.
In the pop-up window, enter a Batch Name. This is how you will identify the batch later.
Click Create a New Batch Communication.
You are redirected to the batch edit page and the batch status chip reads Open in green.
📝 If the batch name field is empty, submitting shows the error "Batch name is required". Typing a name clears the error automatically.
📝 The total content size of assemblies added to a batch at one time is capped at 4MB. If your selection is very large, the system will notify you at creation — split into two smaller batches if needed.
Step 3: Choose a template and set a due date
On the batch edit page:
Open the Communication Template dropdown and pick the template you want to use.
Set the Due Date (optional). This works with the due date merge field in the template:
If you enter a date here, that date populates the merge field in every communication in the batch.
If you leave it blank and the template uses a due date merge field, the field will automatically populate with the earliest next test due date across the assemblies in each communication.
If the template doesn’t use a due date merge field, this setting has no effect.
Optionally enter a Note (internal — not sent to recipients) to capture context about why this batch was created.
Optionally add Additional Contents — supplemental text that will appear in the body of each communication.
Review the Included Assemblies list.
Click Save to preserve your choices without generating.
Step 4: Generate the communications
When the batch setup is correct, click Generate Communications.
You are redirected to the batch actions page. The status chip updates to Generating, then Generated when the job completes.
Every assembly in the batch now has a communication record created from the template.
Step 5: Send emails
If your template is configured for email:
Click Send All Unsent Emails to send to all contacts at once.
Or click an individual communication row, then Send Email to send one at a time.
To verify before sending, use Send Test Email on any individual communication — this sends a copy to your own email address only.
⚠️ Once any email is sent, the batch moves to Partially Sent and can no longer be archived. Make sure your assembly selection and template are correct before sending.
Step 6: Download and send letters
If your template is configured for letters:
Click Request Download to queue a download package.
A Download Requests section appears. Wait for the status to change to a ready state.
Click the download request row to open the details modal, then click the Download button to retrieve the file.
Print and mail the letters.
💡 You can also open an individual letter by clicking its row in the communications table, then clicking Download Letter.
📝 Download files expire after a period. If a download is no longer available, click Request Download again to re-request it from the same batch — no need to clone.
Step 7: Mark letters as sent
Once letters have gone out, update their status in SwiftComply:
Click Mark All Letters Sent to update every letter in the batch at once.
Or click a single row, then Mark as Sent in the details modal, to update one at a time.
Step 8: Mark the batch complete
Use Mark as Complete once you have started sending and want to close out the batch. This removes any remaining unsent communications and closes the batch. The batch is retained for reference and can be cloned.
Click Mark as Complete.
The status chip updates to Complete.
Step 9: Archive the batch (optional)
If you want to remove unsent communications and retire the batch from active views:
While the batch is in Generated status, click Archive Batch.
The status chip updates to Archived.
⚠️ Archive is only available while the batch is in Generated status — before any emails have been sent. Once any email is sent, the batch moves to Partially Sent and archive is no longer available. If you have already sent some communications, use Mark as Complete instead.
Common buttons at a glance
Button | Where it appears | What it does |
Add To Batch Communication | Assemblies page | Starts a new batch from the currently filtered assemblies |
Submit | New batch modal | Creates the batch and opens the batch edit page |
Save | Batch edit page | Saves changes without generating |
Generate Communications | Batch edit page | Locks the batch and creates a communication for every assembly |
Send All Unsent Emails | Batch actions page | Sends all email communications in the batch at once |
Send Test Email | Individual email communication | Sends a test copy to your own email address |
Request Download | Batch actions page | Queues a PDF of all letters for download |
Mark All Letters Sent | Batch actions page | Updates every letter in the batch to Sent |
Mark as Complete | Batch actions page | Closes out the batch once everything is sent |
Archive Batch | Batch actions page (Generated status only) | Removes unsent comms; batch retained for cloning |
Delete Batch | Open or Archived batch | Permanently removes the batch (requires typing the name) |
FAQ
Q: What if my filter is wrong after I create the batch?
A: While the batch is in Open status, delete the batch and start over with a corrected filter. You cannot add or remove assemblies from an existing batch after creation.
Q: Can I delete a batch after generating?
A: It depends on where you are in the workflow. Before generating, delete at any time. After generating but before sending, archive the batch first, then delete. After any communications have been sent, the batch cannot be deleted.
Q: Do I have to download letters myself, or does SwiftComply mail them?
A: SwiftComply generates the letters. Downloading, printing, and mailing are handled by your organization.
Q: Can I change the template after generating?
A: No. Once you click Generate Communications, the template is locked for that batch. Clone the batch to use a different template.
Q: How do I find batches I've already created?
A: Navigate to Communications → Batch Communications in the left nav. The list includes a Modified On column, sorted newest first by default, to help you find recent batches quickly.