Communications End-User Guide

1. Overview

The Communications area allows you to manage all outbound email messaging sent by the platform for key operational workflows, including:

• Lease Insurance

• Property Insurance

• Lease Clauses

Each workflow is driven by a communication process:

• LEASE_INSURANCE

• PROPERTY_INSURANCE

• LEASE_CLAUSES

Within Communications, you can:

• Configure the email templates used for each process.

• Define notification schedules that control when emails are sent.

• Review delivery results in the Email Logs.

When a company is first set up, Communications is pre-seeded with standard templates and notifications for each process. These include default subjects, descriptions, invoice address types, and active notifications—giving you a ready-to-use baseline that you can customize as needed.

2. Communications Layout

The Communications area is organized into three main sections:

1. Email Templates
   Define the email content, sender information, and merge tokens used for each communication process.

2. Notifications
   Control when emails are sent by linking templates to scheduling rules.

3. Email Logs
   Review sent and failed emails, including recipients, timestamps, and error details.

Each section provides:

• A list view with filtering options

• A detail view for individual records

• Actions to create, update, or delete records (where permitted)

By default, the User would see the Email Templates Tab with the Add button enabled in the top right corner of the screen.

3. Email Templates

Purpose

Email Templates define:

• What the email says

• Who it is sent from

• Which tokens (merge tags) can be used

Each template is tied to a specific communication process (lease insurance, property insurance, or lease clauses).

Email Template List View

The list view displays the following information:

• Name – Template name

• Type – Indicates whether the template is system-provided

• Process – Lease Insurance, Property Insurance, or Lease Clauses

• Subject – Email subject line

• Created At – Date the template was created

Email Template Detail View

Template details include:

• Name and optional Description

• Process Type (Lease Insurance / Property Insurance / Lease Clauses)

• From and Reply-To email addresses

• Optional CC and BCC recipients

• Address Type (validated against company address types)

• Subject Line

• Template Design (email body and layout payload)

  
  
  

  
  

Actions You Can Perform

You can:

• View and filter templates by name, process, or subject

• View template details

• Create new templates, clicking on the ADD button

• Update existing templates

• Delete templates

• Retrieve available tokens for a template to see supported merge tags

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Template Settings You Can Configure

When creating or editing a template, you can configure:

• Name and optional Description (length-limited)

• Process (LEASE_INSURANCE, PROPERTY_INSURANCE, LEASE_CLAUSES)

• From and Reply-To email addresses

• Optional CC and BCC lists

• Address Type (validated against company configuration)

• Subject

• Template Design (email body content)

4. Notifications

Purpose

Notifications connect an email template to a process and define when that email is sent.

Email notifications are sent only for processes with an Active notification configured. The application ensures that at least one Active notification is always available for each process type to prevent notifications from being missed.

Notification List and Detail View

Notification records include:

• ID, Name, and Standard indicator

• Process and linked Email Template

• Schedule Value

• Schedule Frequency

• Schedule Modifier

• Schedule On Notification Date

• Active status

Actions You Can Perform

You can:

• List and filter notifications by name, process, or email template

• View notification details

• Create notifications

  

• Update notifications

  

• Activate or deactivate notifications

  
  

• Delete Custom notifications when the Notification is inactive

  

Notification Scheduling Rules

When configuring a notification:

• Name and Description identify the notification.

• Process selects the workflow (lease insurance, property insurance, lease clauses).

• Email Template ID defines which template is sent.

• Active controls whether the notification runs.

Schedule Options for MVP

• Email is sent on the notification date

• You must not provide schedule value, frequency, or modifier

5. Email Logs

Purpose

Email Logs provide a complete history of outbound emails, including successful sends and failures. Failures would also display a View details action button to review the error stored.

Information Shown in Email Logs

Logs display:

• ID

• Process

• Property

• Optional Email Template

• To recipients

• Optional CC recipients

• Status (SENT or FAILED)

• Created At timestamp

In the detail view, you can also see:

• Optional BCC

• Error details (for failed emails)

  

Actions You Can Perform

You can:

• List and filter email logs by process or property

• View log details for a specific email

• Export logs to Excel for offline review or auditing

6. Email Template Tokens (Merge Tags)

When editing templates, you can insert tokens to personalize emails.
Each communication process supports a different set of tokens.

Important: Always use the token list provided in-app for the selected template to ensure accuracy.

Lease Insurance Tokens (LEASE_INSURANCE)

Available token groups include:

• Company & Entity: {{companyName}}, {{entityName}}

• Property: name, address, contact, city, state, ZIP, contact details

• Primary Unit: unit name, address, city, move-in date

• Lease: lease name, commencement date, execution date

• Primary Tenant: tenant name

• Insurance Details: policy type, company, policy number, dates, values, notification info, notes

Property Insurance Tokens (PROPERTY_INSURANCE)

Includes:

• Company & Entity

• Property details (including project, department, class, type)

• Insurance details (policy, carrier, dates, values, notification info)

Lease Clause Tokens (LEASE_CLAUSES)

Includes:

• Company & Entity

• Property

• Primary Unit

• Lease

• Primary Tenant

• Clause details (category, notification date, expiration, description, notes, recipient emails)

7. Tips, Common Scenarios, and Troubleshooting

Tips

• Start with standard templates: Default templates and notifications are seeded for every company—use them as a starting point.

• Use tokens carefully: Only use tokens available for the selected process to avoid missing data.

• Keep sender details consistent: “From” and “Reply-To” addresses are required and control how recipients respond.

Common Scenarios

• Send on the notification date
  Enable Schedule On Notification Date and leave schedule fields empty.

• Send reminders before a date
  Disable Schedule On Notification Date, then set a schedule value, frequency, and modifier.

• Pause notifications temporarily
  Set the notification to inactive without deleting the template.

Troubleshooting

• Validation errors when saving notifications

  • If Schedule On Notification Date is enabled, remove schedule fields.

  • If disabled, ensure value, frequency, and modifier are all provided.

• Emails failing to send
  Check Email Logs, look for status FAILED, and review the error message.

• Missing recipients
  Verify To, CC, and BCC fields in both the template and the email log entry.