Notifications and email

The system tells people when something needs their attention, in two ways: the bell at the top right of every screen, and email. The main account decides who receives what.

Notifications for your users

There are seventeen kinds of notification, in six groups.

Group	Notifications
Approvals	Approval requested, request approved, request rejected or sent back
Work	Record assigned to you, underwriting referral waiting
Policies	Policy issued, renewal due (30, 15 and 7 days before), policy cancelled or lapsed
Claims	New claim registered, claim status changed, claim payment made
Billing	Payment received, payment overdue, quote about to expire
Account	User added, role changed, user limit reached

Switch a notification on or off for one user

1. Go to Settings > Users and open the user.
2. In the Notifications section there are two lists: In-app (bell) and Email.
3. Tick the kinds this user should receive in each list, and save.

The two lists are independent. A claims handler might want every claim event on the bell, and only approval requests by email.

Give a role its starting settings

Open a role under Settings > Roles and set its Default notifications. New users with that role start with those settings, so you only adjust the exceptions.

A notification only reaches people it concerns. An approval request goes to the users who hold the approving role, a claim assignment goes to the handler, and so on. Switching a kind on does not send that user everybody's events.

Emails to your customers

Nine emails go to customers. Each one has a template you can reword under Settings > Email templates.

Email	When it is sent
Quote sent to customer	When you choose Send to customer on a quote, with the quote attached as a PDF
Policy issued	When a policy is issued, and when you choose Email documents to customer on a policy
Invoice issued	When you choose Email to customer on an invoice
Payment receipt	When a payment is recorded
Payment overdue reminder	Every seven days while an invoice is overdue
Renewal reminder	30, 15 and 7 days before a policy expires
Claim registered	When a claim is registered
Claim decision	When a settlement is approved or the claim is rejected
Claim payment	When a claim payment is made

To change the wording, open the template, edit the subject and the message, and save. Words in double braces, such as {{customer_name}} or {{policy_number}}, are replaced with the real values. The list of values you can use is shown under the message box.

To stop an email altogether, switch Send this email off on its template.

A customer without an email address receives nothing. The system tells you so when you try to send.

Send from your own address

By default, emails are sent by the system with your company name as the sender. To send from your own address, enter your mail server under Settings > Company settings > Email. See Company settings.

See what was sent

Settings > Email log lists every email the system sent or tried to send: when, to whom, the subject, and whether it was delivered to the mail server. Choose Read to see the message. A failed email shows the reason. The emails sent to one customer are also listed on the customer, under Emails.

When reminders run

Reminders, overdue checks and expiry checks run once a day, early in the morning. A payment that becomes overdue today is therefore marked overdue tomorrow morning.