Access: Admin Only
Overview: How to create and edit different notifications, as well as message templates for one time messaging.
Topics:
Video Overview
Welcome Notifications
Once a contact with an email address is added to the system, they can automatically be sent a welcome email, primarily inviting them to visit their business profile and submit pump out documents.
To create or edit a welcome notification, click the cog icon in the top right to access Settings, then from the left panel, select Notifications.
Make sure that you are on the 'Welcome' notifications tab. Select Create notification to create a new notification, or click on the blue name of the current Welcome notification to edit it.
The 'Name' field refers to what you want to call the notification internally.
The 'Subject' field is the subject of the email you want to show up when a contact receives the welcome message.
Write out your message in the 'Body'. The body of the email can also include "helpers" - for example using %{establishment_name} will populate the name of the establishment associated with the contact being emailed. The table below shows the list of available helpers to include in notifications:
Helper | Code |
Organization Name: | %{organisation_name} |
Contact Full Name | %{contact_full_name} |
Establishment Name | %{establishment_name} |
Establishment Last Pumped On Date | %{establishment_last_pumped_on} |
Establishment Next Pump Out Due Date | %{establishment_next_pump_out} |
Establishment Service Frequency (Number) | %{establishment_frequency} |
Establishment Service Frequency Unit (Days, Weeks, Months) | %{establishment_frequency_units} |
Link to FSE Business Profile | %{establishment_profile_url} (appears as "business profile" where the words "business profile is a clickable link) |
Grease Control Device Information: | %{gcd_info} |
Establishment Mailing Addresses: | %{establishment_mailing_addresses} |
Establishment Billing Address | %{establishment_billing_address} |
GCD Category | %{gcd_category} |
GCD Frequency | %{gcd_frequency} |
GCD Frequency Units | %{gcd_frequency_units} |
Current Date | %{current_date} |
Inspector Signature | %{inspector_signature} |
The 'Status' field allows you to choose if you'd like this notification to be 'Active' or 'Inactive' (if you do not want this notification to send).
To delete an existing welcome notification, click the blue name of the notification, and click Delete. Or, to make a notification inactive, click on the dropdown under the 'Status' field, and select Inactive.
Pump Out Notifications
This is where you can schedule and customize your pump out notifications. These can be sent a specific number of days prior to or after a pump out is due. Each of these messages is sent once.
To create or edit a pump out notification, click the cog icon in the top right to access Settings, then from the left panel, select Notifications.
Select the 'Pump out notifications' tab. Select Create Notification to create a new notification, or click the blue name of a pump out notification to edit an existing notification.
The 'Name' field refers to what you want to call the notification internally.
The 'Subject' field is the subject of the email you want to show up when a contact receives the pump out notification.
Write out your message in the 'Body'. The body of the email can also include "helpers" - see the table in the section above for a list of helpers.
The 'Days' field allows you to choose the number of days before or after a pump out is due to send the notification. Use negative numbers if you'd like to send the notification BEFORE the pump out is due.
The 'Status' field allows you to choose if you'd like this notification to be 'Active' or 'Inactive' (if you do not want this notification to send currently).
Click Save once finished.
To delete an existing pump out notification, click the blue name of the notification, and click Delete. Or, to make a notification inactive, click on the dropdown under the 'Status' field, and select Inactive.
Without Pump Out Notifications
Establishments with no pump outs on file may be continuously prompted to add documents with this notification.
Select the 'Without pump out notifications' tab. Select Create Notification to create a new notification, or click the blue name of a notification to edit an existing without pump outs notification.
The 'Name' field refers to what you want to call the notification internally.
The 'Subject' field is the subject of the email you want to show up when a contact receives the without pump out notification.
Write out your message in the 'Body'. The body of the email can also include "helpers" - see the table in the first section of this article for a list of helpers.
The 'Days' field allows you to choose the number of days between resending the notification (i.e. if you select "7" days, the without pump out notification will be resent every 7 days).
The 'Status' field allows you to choose if you'd like this notification to be 'Active' or 'Inactive' (if you do not want this notification to send).
Click Save once finished.
To delete an existing without pump out notification, click the blue name of the notification, and click Delete. Or, to make a notification inactive, click on the dropdown under the 'Status' field, and select Inactive.
FSE Permit Expiration Notifications
Select the 'FSE Permit Expiration' tab. Select Create Notification to create a new notification, or click the blue name of a notification to edit an existing notification.
The 'Name' field refers to what you want to call the notification internally.
The 'Subject' field is the subject of the email you want to show up when a contact receives the permit expiration notification.
Write out your message in the 'Body'. The body of the email can also include "helpers" - see the table in the first section of this article for a list of helpers.
The 'Days' field allows you to choose the number of days before or after a permit is due to expire to send the notification. Use negative numbers if you'd like to send the notification BEFORE the permit expires.
The 'Status' field allows you to choose if you'd like this notification to be 'Active' or 'Inactive' (if you do not want this notification to send).
Click Save once finished.
To delete an existing permit expiration notification, click the blue name of the notification, and click Delete. Or, to make a notification inactive, click on the dropdown under the 'Status' field, and select Inactive.
One-Time Message Notifications
To create a message template, select the 'One-Time Message' tab. Select Create message template to create a new template, or click the blue name of a template to edit an existing message template.
The 'Name' field refers to what you want to call the template internally.
The 'Subject' field is the subject of the email you want to show up when a contact receives the message.
Write out your message in the 'Body'. The body of the email can also include "helpers" - see the table in the first section of this article for a list of helpers.
Click Save once finished.
To archive an existing message template, click the blue name of the template, and click Archive.
To send one time messages to establishments, check out the knowledge base article One Time Messages.