Email Document Service Intervals

Email Document Service Intervals allow you to set up the email notification time intervals for use with system applications. For example, by setting up the appropriate intervals, you can automatically send out reminder emails to inform people that a certificate of insurance is expiring in thirty days or that a lease needs to be renewed within the next three months.

Currently, only the Company module uses intervals to specify when automatically generated email notifications should be sent in response to a company document nearing or reaching its expiration date. For more information, see Auto Email Setup.

To access email document service intervals:

  1. Open the Administration Menu page.

  2. Under the SYSTEM ADMINISTRATION heading, click Email Document Service Intervals.

    This option is only displayed if Company Email Service is enabled. For more information contact your super administrator.

On this page you can add and edit intervals and interval detail records. An interval is a grouping of one or more interval detail records. An interval detail record defines a particular time frame before or after an event, for example, 30 days prior or 5 days after. Interval detail records are defined in terms of days, not hours. The individual interval detail records (not the interval) are displayed to users, as is the case with the Interval drop-down menu in the Auto Email Setup pane of the Create Document page.

You can create a one-to-one relationship between intervals and interval detail records, where each interval defines a single time frame, or you can create a one-to-many relationship where one named interval represents a group of individual time frames. Creating a one-to-many relationship facilitates the process of activating and inactivating groups of interval detail records.

Intervals are system-wide; you cannot associate an interval or interval detail records with a particular company or property.

ClosedAdd an Interval

Adding an interval allows you to create a named time interval that can contain one or more interval detail records. Each interval detail record specifies a specific time frame—a number of days prior to or after an event.

To add an interval:

  1. In the Application field, select the application that the interval will apply to.

    Currently, intervals are only applicable to the Company module.

  2. Click the Add Interval link.

  3. In the Interval Description field, enter a name that describes the interval.

  4. In the Status field, select either Active or Inactive.

    Inactive intervals remain in the system but none of the interval detail records associated with them are displayed to users.

  5. Click OK.

The interval is added to the system and details about the interval appear. An interval is not used anywhere in the system until one or more interval detail records are defined.

ClosedAdd an Interval Detail Record

Adding an interval detail record to an interval allows you to define a particular time frame within that interval—a number of days prior to or a number of days after en event. For example, defining a "COI Expire - 15" interval detail record could define the time frame that is 15 days before a certificate of insurance is set to expire.

To add an interval detail record:

  1. Select the Application and Interval the detail record is associated with from the fields at the top of the page.

  2. Click the Add Interval Detail link.

    An Add Interval Detail window opens.

  3. In the Detail Description field add a description of the detail record.

    This is the value that users will see in Interval drop-down menus, so make sure the description appropriately identifies the time frame, for example "30 days prior" or "expiration + 15."

  4. Enter a value in the Tab Order field.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  5. Define the Interval by entering the number of Days and then selecting either Prior or After.

    For example, to define an interval that is a week before an event, enter "7 Days Prior."

  6. In the Active field, select either Active or Inactive.

    Inactive interval detail records remain in the system but are not displayed to users. If an active interval detail record is associated with an inactive interval, it is not displayed to users; both the interval and the interval detail must be active.

  7. Click OK.

    The interval detail record is added and appears in the Interval Details list.

ClosedEdit an Interval

Editing an interval allows you to change the interval's name or status. Due to the complex inter-dependencies between intervals, interval details records, and the applications they are used in, you cannot delete an interval, however, you can inactivate it.

To edit an interval:

  1. In the Application field, select the application that the interval is associated with.

    Currently, intervals are only applicable to the Company module.

  2. In the Interval field, select the name of the interval you want to edit.

    The status and the interval details records are displayed.

  3. Click the Edit Interval link.

  4. Modify any of the following values:

    • Interval Description – Enter a value to change the name of the interval. Changing the name of the interval does not affect any of the interval detail records associated with it.
    • Status – Select a value to make the interval Active or Inactive. If you activate an interval, all of the interval details records associated with it will be displayed to users in Interval drop-down menus. Likewise, inactivating an interval removes all of the associated interval detail records from Interval drop-down menus. Changing the status of an interval does not change the status of the individual interval detail records.

  5. Click Update.

ClosedEdit an Interval Detail Record

Editing an interval detail record allows you to change any of the values associated with it. Due to the complex inter-dependencies between intervals, interval details records, and the applications they are used in, you cannot delete an interval detail record, however, you can inactivate it.

If you change an interval detail record, the changes are applied wherever the interval is used. For example, if you change the "COI late" interval detail from "5 days after" to "10 days after," all COI documents using that interval in their Auto Email Setup will now send out expiration notifications on the 10th day after the COI expires instead of the 5th day.

To edit an interval detail record:

  1. Select the Application and Interval the detail record is associated with from the fields at the top of the page.

  2. Click the EDITlink to the right of the interval detail you want to edit.

  3. Modify any of the following values:

    • Detail Description – Enter a value to change the name of the interval detail record.
    • Tab Order – Enter a value to change the tab order. The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.
    • Interval –Define the time frame by entering the number of Days and then selecting either Prior or After. For example, to define an interval that is a week after an event, enter "7 Days After."
    • Active – Select a value to make the interval detail record Active or Inactive. If you activate an interval detail record, it will be displayed to users. An interval detail record's status is dependent on the status of the interval they are associated with— both must be active for the interval detail record to be active.

  4. Click Update.

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