Overview
The Communications area allows you to manage outbound email messaging for:
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Lease Insurance
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Property Insurance
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Lease Clauses
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Tenant Statement
To access Communications, go to Company > Communications.
Within Communications, you can:
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Configure email templates.
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Manage notifications.
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Review email delivery results in Email Log.
When a company is first set up, standard templates and notifications are created for each supported process.
Communications Layout
Communications includes three tabs:
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Email Templates: Manage email content and delivery information.
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Notifications: Manage the email template and process associated with a notification.
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Email Log: Review sent and failed emails.
The Add button is available when creating an email template or notification. Email Logs can be exported to Excel.
Email Templates
Purpose
Email templates define:
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The email content.
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The sender and reply-to addresses.
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Optional CC and BCC recipients.
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The associated process.
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The available merge tokens.
Email Template List
The list displays:
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Name
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Type, shown as Standard or Custom
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Process
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Subject
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Created At
Templates can be filtered by name, process, or subject.
Template Details
Email templates include:
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Template Name
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Optional Description
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Process Type
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From Email
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Reply To Email
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Optional CC Email
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Optional BCC Email
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Optional Address Type
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Subject Line
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Template Design
Available process types are:
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Lease Insurance
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Property Insurance
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Lease Clauses
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Tenant Statement
Template Actions
You can:
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View templates.
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Create custom templates.
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Duplicate templates.
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Edit custom templates.
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Delete custom templates when they are not linked to a notification.
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Retrieve available merge tokens.
Standard templates cannot be edited or deleted. Custom template actions depend on the user’s permissions.
Validation Rules
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Template Name is required and limited to 100 characters.
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Description is optional and limited to 250 characters.
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From Email and Reply To Email must be valid email addresses.
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Subject Line is required and limited to 250 characters.
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CC and BCC addresses must be valid.
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Duplicate addresses are not allowed within the same CC or BCC field.
Notifications
Purpose
Notifications associate an email template with a process.
Notification List
The list displays:
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Name
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Type, shown as Standard or Custom
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Process
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Template Name
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Schedule
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Status
Notifications can be filtered by name, process, or email template.
Notification Details
Notifications include:
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Name
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Process Type
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Email Template
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Optional Description
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Status
The current notification setup uses the notification date. Custom schedule fields are not currently available in the setup screen.
Notification Actions
You can:
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View custom notifications.
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Create custom notifications.
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Edit custom notifications.
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Activate or inactivate notifications.
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Delete custom notifications when they are inactive.
Standard notifications cannot be edited or deleted. These actions also depend on the user’s permissions.
Email Log
Purpose
Email Log provides a history of outbound emails, including successful and failed delivery attempts.
Information Shown
The Email Log displays:
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Process
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Property
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Tenant
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Template
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Email To
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CC
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Status
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Sent At
Logs can be filtered by process, property, or tenant.
Failed emails display Failed - View details. Select the status to review the stored error details.
Email Log Actions
You can:
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View email log records.
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Review error details for failed emails.
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Export email logs to Excel.
Email Template Tokens
Merge tokens personalize email content with information from the company, property, lease, tenant, insurance, or clause record.
Available tokens depend on the selected process. Always use the token list provided in the application.
Supported token groups include:
Lease Insurance
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Company and entity
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Property
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Primary unit
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Lease
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Primary tenant
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Insurance details
Property Insurance
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Company and entity
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Property details
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Insurance details
Lease Clauses
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Company and entity
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Property
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Primary unit
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Lease
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Primary tenant
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Clause details
Tenant Statement
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Tenant name
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Entity name
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Property name
Tips and Troubleshooting
Tips
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Use standard templates as a starting point.
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Use only the tokens available for the selected process.
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Confirm the From Email and Reply To Email addresses before saving.
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Review the Email Log after sending communications.
Common Scenarios
Pause a notification
Inactivate the notification if it is a custom notification and you have the required permission.
Prevent an email from being generated
Remove the notification date from the source record that triggers the email.
Troubleshooting
Emails failing to send
Open Email Log, locate the failed record, and select Failed - View details.
Missing recipients
Review the template’s From Email, Reply To Email, CC Email, and BCC Email fields.
Frequently Asked Questions
How Do I Access Communications?
Go to Company > Communications.
Can I Edit a Standard Template?
No. Standard templates are system-provided and cannot be edited or deleted. You can duplicate a standard template and customize the copy when permitted.
Can I Delete a Custom Template?
Yes, if the custom template is not linked to a notification.
Can I Create Multiple Notifications for the Same Process?
Yes. However, only one notification for a process can be active at a time.
When Are Notifications Sent?
Notifications currently use the notification date.
Can I Schedule an Email Before or After the Notification Date?
Not currently. Custom scheduling fields are not available in the current notification setup screen.
How Do I Disable Email Notifications If I Cannot Delete Standard Templates or Notifications?
Standard templates and notifications cannot be deleted. To prevent an email from being generated, remove the notification date from the source record that triggers it.
Depending on the process, remove the notification date from the relevant insurance or clause line at the Property or Lease level.
Where Can I Find Failed Email Details?
Open Email Log and select Failed - View details in the Status column.
Can I Export Email Logs?
Yes. Email Logs can be exported to Excel.
Why Are Some Merge Tokens Unavailable?
Merge tokens depend on the selected process. Use the in-app token list for the selected template.