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Using Email Notifications
Using Email Notifications

Read this article to learn about the usefulness of Email Notifications in Aspire. Configure email messaging to customers and employees!

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Written by Aspire Software
Updated over a week ago

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Email Notifications are helpful for information communication between your company and your customers. This notification type is an alternative to SMS notifications, and can be useful for client contacts that have many properties being serviced that need more information at once, rather than on a job by job basis.

Email Notifications can be used to communicate equipment inspections to your internal teams and go to the user that is responsible for maintenance on equipment being used.

Check Before Using Email Notifications

Before setting up an Email Notification, you must confirm that you have:

Assigned the correct user role permissions to Manage Notification Settings.

✅You’ve set up your Contact records to receive Notifications.

📑If you have not yet done this step, go back and read the Notification Overview, here.

Creating Email Notification Templates

To begin creating your Notification template, go to the Manage Notifications tab and set up a new Notification.

  • Choose Add Email Notification.

  • The New Notification (Email) screen appears:

Fill out all required fields!

  • Notification Name: The name of the notification, for internal reference.

  • Branch: List of branches for which the notification applies.

  • Division: List of divisions for which the notification applies.

  • Service Type: List of service types for which the notification applies.

  • Services: List of services for which the notification applies.

  • Notification Type: Notification Type

    • Options are Work Ticket Complete and Equipment Inspection Complete (internal)

  • Trigger Type: Define the workflow trigger to kick off a notification.

  • Delivery Time: For daily digest notifications, specify the time at which notifications will be sent. For weekly digest notifications, specifies the weekday and time at which notifications will be sent.

    • To learn about Digest Delivery Time types, please read the Notification Overview, here.

  • Test: Regardless of using an email or SMS notification, it's good practice to send yourself a test message to ensure your tokens are in the correct place, and that your messaging is displaying correctly before your customers receive their first notification.

Filling out Email Content

Below you'll see additional fields to be completed.

  • Email Subject: Subject of notification email sent to customers.

  • Tokens: Available to be inserted into the Subject line.

  • Email Header: Header of the email body that could include a greeting and introduction paragraph.

    • Email Header expandable tokens are available.

  • Email Body: Repeating section for each service.

    • This section would commonly contain service-related tokens and service item related tokens (up to three items per service) to explain what work was completed.

  • Email Footer: Footer of the email body that could include closing paragraph and signature area.

  • Email Footer expandable tokens are available.

Click save.

Testing Your Email Notification Template

Click the Test button in the upper right corner to send an email preview to an email belonging to a Test Recipient before you save the Email Notification template.

Taking this step allows you to view how the message tokens you use will reflect on the end of your customer and ensure any messaging to your customer is correct and error free.

  • Add your Test Recipient email address.

  • Select a Test Work Ticket

    • Although selecting a Test Work Ticket is not mandatory to test notifications, if you have used Tokens, selecting a work ticket is recommended, so the token pulls data accurately.

    • Otherwise, if a token is used, it will enter a token placeholder name and not actual data.

  • Click Send Email.

  • Review your test email, and go back to Aspire and make any necessary changes on the Notification Template.

  • Once your template is accurate, click Save to add your template to the Manage Notifications tab under Notifications.

  • After this step is done, if you need to recreate or make another template, you can repeat the set up steps listed above, or if you don’t want to start from scratch, consider copying the Notification Template!

Using the Internal Equipment Inspection Complete Notification

The only email notification type that is internal is the Equipment Inspection Complete Notification. This is helpful when using the equipment module and inspecting equipment.

The triggers associated with this notification type are: Equipment Inspection Out of Service, Equipment Inspection Failed, Equipment Inspection Warning, and Equipment Inspection Passed.

📌Note: The intended recipient of this email notification type needs to have the contact type of Employee. Additionally, they must also be assigned as the Route Manager, Branch Manager or Equipment Manager, otherwise they would not be able to receive the notification.

Copying Notifications

While displaying a notification on the Notification screen, you can copy the notification to use it as a template for a new notification.

For example: A System Administrator could use a notification template for their main office, then individual branch managers could copy the template and use it for creating branch-specific notifications.

Go to the Notification you would like to copy.

  • Click the triple dot menu in the upper right.

  • Select Copy.

This will copy the notification and can be updated with more specific wording based on the need.

More References on Notifications

Email Notifications are just one option of Notification Type that Aspire offers. If you are looking for SMS Notification information, click here to read Using SMS Notifications.

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