Inspections List: Sending Inspection Reminder

Inspections List: Sending Inspection Reminder

Purpose

  1. The purpose of the Knowledge Base Article is to demonstrate how to send Inspection Reminders from the Inspections List and My Inspection pages.
  2. Important: To send the Inspection email reminder, the Inspection has to be scheduled and the Primary Contact or Inspection Contact has to have an email address.

Video


Instructions

1. Navigate to Inspections.


Navigate to Inspections.



2. Then select Inspections List.
  1. Alternatively, you can select My Inspections.

Then select Inspections List.



3. Expand Advanced Search.


Expand Advanced Search.



4. Helpful filters to utilize for sending the email Inspection Reminder:
  1. Select Scheduled in the Inspection Status dropdown.
  2. Scheduled Date within the next X days.
  3. Contacts with Email: Primary Occupancy Contact, Inspection Contact, No Primary/Inspection Email.
  4. NOTE: No Primary/Inspection Email will identify those Occupancies missing an email address.





5. Click on Apply.


Click on Apply.



6. Select Scheduled Inspections to be included in the Inspection Reminder.


Select Scheduled Inspections to be included in the Inspection Reminder.



7. Select Bulk Actions (#1).
  1. Select Inspection Reminder (#2)
  2. Select recipient(s) for the emailed Inspection Reminder.






8. Warning Message if one or more Contact(s) do not have an email address in the Contact record.
  1. To resolve, enter an email address and mark the contact as the Primary Occupancy Contact.
  2. To email the reminder to an Inspection Contact, a previous inspection has to have been recorded and the Inspection Contact has to have an email address in the contact record.
  3. Selecting Continue will send the Inspection Reminder to Contacts with an email address on file.






9. Enter a subject.


Enter a subject.



10. Enter text for the body of the email (#1).
  1. Add data fields to text (#2) as desired.
  2. Format the text as needed (#3).




11. To save as a Template, select "Save as Template."
  1. Up to 25 templates can be saved.
  2. Attachments cannot be saved in a template.





12. Enter a name for the template and select Save.


Enter a name for the template and select Save.



13. Click on Add Attachment to add an attachment to the email such as a Self Inspection Form.


Click on Add Attachment to add an attachment to the email such as a Self Inspection Form.



14. Example attached Self Inspection form.


Example attached Self Inspection form.



15. Click on Send.
  1. ​When the FD user sends an Inspection Reminder, if the reminder is for a re-inspection, we also attach the last completed inspection of the series. If it’s the 1st re-inspection, we send the initial inspection, if it’s the 2nd re-inspection, we send the 1st re-inspection, and so on.


Click on Send.



16. The sent Inspection Reminders will display in the Email Status modal:






17. To send the Inspection Reminder email from a template, click on Load from Template.


To send the Inspection Reminder email from a template, click on Load from Template.



18. Select the correct template to send.


Select the correct template to send.



19. Click on Continue.


Click on Continue.



20. Click on Add Attachment if you are sending an attachment such as a Self Inspection form.


Click on Add Attachment if you are sending an attachment such as a Self Inspection form.



21. Attached example Self Inspection Form.


Attached example Self Inspection Form.



22. Click on Send.


Click on Send.




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