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Inspection Type: Email

Purpose Statement

This article explains how to configure email settings within Inspection Types in the Inspections module. Proper email configuration allows agencies to send inspection notifications, inspection reports, and automated scheduling emails while maintaining consistent communication with property owners, inspectors, and department personnel.

Background Information

The Email section within an Inspection Type controls how outgoing inspection-related emails are sent and managed. Agencies can choose to use the default no-reply email address or configure a custom agency email address for outgoing communications.

This setup supports:

  • Automatic inspection scheduling notifications
  • Manual inspection scheduling notifications
  • Sending inspection reports via email
  • CC functionality for inspectors or supervisors
  • Custom email messaging and formatting
  • Department-branded outgoing email addresses

Each Inspection Type maintains its own email configuration settings. If multiple Inspection Types exist, email settings must be configured individually for each type.

When configuring a custom outgoing email address, agencies should coordinate with their IT department to complete the required email verification and domain setup process.

Required Permissions

Users configuring Inspection Type email settings should have permissions that allow access to:

  • Inspections Module
  • Inspection Type Configuration
  • Administrative Settings
  • Email Configuration Settings

Recommended user roles:

  • Administrator
  • Fire Marshal
  • Prevention Supervisor
  • Inspection Program Manager

Video

Step-by-Step Guide
 

Step 1: Navigate to Inspection Types

  1. Open the Inspections module.
  2. Select Inspection Types.
  3. Open the Inspection Type you want to configure.
  4. Select the Email section.



 

Step 2: Configure Inspector Notification Settings

Within the Inspector Notifications section, configure the following options as needed:

  1. Enable Turn on email notification when an inspection is automatically scheduled to notify inspectors when inspections are auto-generated.
  2. Enable Turn on email notification when an inspection is manually scheduled to notify inspectors when inspections are manually assigned.
  3. Toggle each option ON or OFF based on your agency workflow.



 

Step 3: Configure the Outgoing Email Address

You can configure outgoing emails using either the default no-reply address or a custom agency email address.

Option A: Use the Default No-Reply Email Address

  1. Leave the default outgoing email address enabled.(This email is not monitored)
  2. Configure a custom sender name if desired.
  3. Recommended sender name examples which will show in the email line before the default email:
    • No Reply
    • Inspections – Your Department
    • Fire Prevention Division
  4. Add a disclaimer to the email body stating users should not reply directly to the email.

Recommended disclaimer example:

Do not reply to this email address. For questions or concerns, please contact our department directly using the phone number or email listed below.


 

Option B: Configure a Custom Agency Email Address

  1. Select the option to use a specified email address.
  2. Enter a valid agency-owned email address.

Example:

Important:

  • Personal email domains such as Gmail or Hotmail are not supported.
  • The email address must use your agency domain.
  • IT department involvement is strongly recommended.



Step 4: Verify the Custom Email Address

After entering the custom email address:

  1. Work with your IT department to complete the verification process.
  2. Configure the required token names and values.
  3. Complete the domain verification steps.
  4. Send a test email to verify successful configuration. (Test email must come from the same domain!)
  5. Confirm the test email is received successfully.

Once verified, the email address can be used for outgoing inspection communications.



 

Step 5: Configure Matching Domains Across Modules

If additional modules will use custom outgoing email addresses:

  1. Configure matching domains for related modules.
  2. Use the same verified agency domain.

Examples:

Using the same verified domain prevents additional setup requirements.



 

Step 6: Configure CC Options

Inspection report emails can include CC recipients.

  1. Enable the CC option for inspection reports if desired.
  2. Configure whether the CC checkbox should be selected by default.
  3. Add additional recipients such as supervisors or Fire Marshals (Use case: High Hazard Inspection Types where the Fire Marshal would want to see the report).
  4. Remove recipients by selecting the X next to the user name.

Common use cases include:

  • Sending copies to supervisors
  • Retaining copies for department records
  • Sending reports to administrative staff



 

Step 7: Customize the Email Message Body

The Message Body section allows formatting and customization of outgoing emails.

Available formatting options include:

  • Bold text
  • Italics
  • Headers
  • Quotes
  • Bulleted lists
  • Numbered lists
  • Hyperlinks

To insert a hyperlink:

  1. Select the Link icon.
  2. Enter the display text.
  3. Enter the full URL.
  4. Save before moving on to another action.

To preview the email layout:

  1. Enable split-screen preview mode.
  2. Review the email formatting and appearance.
  3. Exit preview mode using the expand/collapse icon.



 

Step 8: Save the Configuration

  1. Review all email settings.
  2. Select Save.
  3. Repeat the process for additional Inspection Types as needed.

Best Practices

  • Use agency-owned email domains for professional communication.
  • Involve your IT department during email verification setup.
  • Include a non-reply disclaimer when using default no-reply email addresses.
  • Test all email configurations before deploying to production users.
  • Use consistent sender names across modules.
  • Configure CC defaults carefully to avoid unnecessary email traffic.
  • Standardize email message templates across Inspection Types.
  • Copy and paste message templates when configuring multiple Inspection Types.

Troubleshooting & FAQs

Emails Are Not Sending

Possible causes:

  • Email verification is incomplete
  • Domain tokens were entered incorrectly
  • IT configuration is incomplete
  • Email address format is invalid

Resolution:

  • Verify token values with your IT department
  • Confirm the email domain is agency-owned
  • Send a new test email
  • Confirm email security settings allow outbound messages

Can I Use Gmail or Hotmail Addresses?

No. Personal email providers such as Gmail or Hotmail are not supported for custom outgoing email addresses.

Why Are Replies Not Being Received?

If using the default no-reply address, replies are not monitored. Include alternate contact information within the message body.

Do I Need to Configure Email Settings for Every Inspection Type?

Yes. Email settings are configured separately for each Inspection Type.

Can I Reuse the Same Email Template?

Yes. You can copy and paste the same message body into multiple Inspection Types.

Why Should I Use the Same Domain Across Modules?

Using the same verified domain for Inspections, Permits, and Invoicing reduces additional setup and verification requirements.