Automated Emailing and Scheduled Reporting

Save in office time by setting up automated emailing an reporting.

Product: FireMate Desktop

Contents

  1. Purpose

  2. Set up Automatic Emailing
  3. Selecting Reports/Notifications
  4. Automatically sending Quotes and Invoices
  5. Automatically sending Status Change Notifications

  6. Scheduled Reporting

  7. Automatic Email Summary
  8. Automatic Email History

Purpose

Automated emailing allows you to send Quotes and Invoices directly from the FireMate server, as opposed to through your mail account.

It enables status change notifications which will email the contact whenever RA’s are assigned or completed.

It will also enable scheduled reporting which allows you to configure a variety of reports and outstanding quotes to be individually tailored to the contact.

Set up Automatic Emailing

Go to ADMIN//SYSTEM CONFIGURATION//
EMAIL DEFAULTS to set up Automatic Emailing.

The [Reply To] address must be a valid email address so when your Customer replies to the email, it goes to the correct email address in your business.

The [From] Display Name is the name that will appear on the email so your Customer knows who sent the email. This can be your business name or a team's name in the business for example “Accounts Team”. Both fields must be completed.

The [CC Address] is optional and is used to send a copy of all emails sent to your Customers to an email address in your business.

The [Email Body] wording can be altered to your liking and is in HTML code.

A single carriage return is represented by using <br/>, whilst a double carriage return is represented by <br/><br/>.

Send a [Preview email] to yourself to view layout.

Tick the [Enable Automatic Emailing box] on the top left hand corner to activate the Automatic Emailing.

You can also add in keywords into your email body. You can see the key at the bottom of the form.

Selecting Reports/Notifications

You are now ready to set the reports and documents you would like your Contacts to receive.

Remembering that FireMate works on a hierarchal status. Therefore:

  • a Contact selected on the Customer level will receive reports for all Contracts and Properties beneath it
  • a Contact selected on the Contract level will receive reports for all Contracts and Properties beneath
  • a Contact selected on the Property level will only receive reports for that property.

Automatically sending Quotes and Invoices

The [Send Automatically] Quotes/Invoices] option is used to automatically send Quotes and Invoices to your Customers.

This allows you to send your invoices in bulk to your Customers. Using this option, the email will automatically be sent from our server.

Automatically sending Status Change Notifications

The [Status Change Notifications] option is used to send an automatic email notification to the Contact when an SR/RA is issued or completed.

Using this option, the email will also automatically be sent from our server.

Scheduled Reporting

Select [Scheduled Reporting] to automatically send various reports and outstanding quotes.

The list of Available Reports can be configured to your contacts’ requirements.

Once you have set up and saved the schedule, it will appear under the Current Schedule, and display on the Contact Details.

Where applicable, documents will be sent automatically when nominated.

Automatic Email Summary

An [Automatic Email Summary] tile available on your desktop provides various statistics on emails sent automatically from our server.

Further filtering is obtainable through the search too.

Bounced/Not Delivered email details can be exported for further action by your relevant IT department where necessary.

Once steps are taken, the delivery failures should be acknowledged to remove them from desktop statistics.

Automatic Email History

The [Automatic Email History] can also be accessed via the Contact Details.

Double click on the search results to reveal tracking details.