Inspections List - Bulk Actions: Send Email
Purpose Statement
The bulk email feature allows Fire Prevention personnel to efficiently send inspection reports and related documents to property owners, business contacts, and other stakeholders. This functionality streamlines communication by enabling users to send individual emails to each inspection contact or combine multiple inspections into a single consolidated email, reducing administrative workload while ensuring timely delivery of critical inspection information.
Background Information
Fire Prevention departments regularly need to distribute completed inspection reports to property owners, business operators, and other relevant parties for compliance tracking and record-keeping purposes. The bulk email functionality eliminates the need for manual, individual email composition by automating the process while providing flexibility in how reports are delivered. This feature supports both individual email distribution (one email per inspection) and combined email distribution (multiple inspections in a single email), accommodating different departmental workflows and recipient preferences.
Required Permissions
Video:
Step-by-Step Guide
5. Slide Toggle (#1) to include any linked reports (e.g. Permits and/or Invoices) and then select Send (#2) to send individual email to the inspection contact and any other contacts designated as "marked for email report".
- NOTE: This action will send one email with a link to the Inspection Reports and any Linked Invoice and/or Permit.
- NOTE: After clicking the link, the PDF Reports will be downloaded in a zip file that can be selected to view all of the Inspection Reports and Linked Invoices and Permits.
- The links for the PDF Reports, Permits and Invoices will be active for 90 days. After that, clicking the link will display a message indicating expiration.
Best Practices
- Filter Before Selection: Always apply appropriate filters before selecting inspections to ensure you're emailing the correct reports
- Verify Contact Information: Review inspection contacts before sending to ensure accuracy and completeness
- Choose Appropriate Method: Use individual emails when recipients need separate documentation, and combined emails when consolidating multiple inspections for the same contact or property
- Include Linked Documents: Enable the toggle for linked reports when permits or invoices are relevant to the inspection results
- Review Selection: Double-check your inspection selection before executing bulk actions to avoid sending incorrect information
Troubleshooting & FAQs
Q: I don't see the Send Email option in Bulk Actions. What should I check? A: Verify that you have the "Bulk Email Completed Inspections" permission enabled in the Fire Prevention bucket. Contact your system administrator if this permission is missing.
Q: What's the difference between Individual and Combined emails? A: Individual emails send separate messages to each inspection's contacts, while Combined emails consolidate multiple inspections into one email with links to all selected reports.
Q: Can I include permits and invoices in the bulk emails? A: Yes, use the slide toggle option to include any linked reports such as permits and invoices with your inspection reports.
Q: Who receives the bulk emails? A: Emails are sent to the inspection contact and any other contacts designated as "marked for email report" in the system.
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