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Understanding Automated Emails
Understanding Automated Emails
James avatar
Written by James
Updated over a week ago

The following is a list of all automated emails in various scenarios that InventoryBase will send automatically to clients, tenants or other users when certain events occur in your system.

New User Welcome”

  • Sent to new clerks/managers/typists when created, if Send Login Details is checked.

“New Client Welcome”

  • Sent to new clients when created, if Send Login Details is checked.

“Password Reset”

  • Sent to team or client user when using Forgot Password, or when a new password is issued via their profile by a manager.

“Inspection Created”

  • Sent to Admin and Client, excluding the user who created the inspection.

“Inspection Updated”

  • Sent to Admin, Client and Clerk excluding the user who made the update.

“Inspection Assigned”

  • Sent to the assigned Clerk.

“Inspection Unassigned”

  • Sent to the unassigned Clerk.

“Inspection Accepted”

  • Sent to the Admin and the Manager who created the Inspection if not the same user.

“Inspection Declined”

  • Sent to the Admin and the Manager who created the Inspection if not the same user.

“Inspection Cancelled”

  • Sent to the Admin, creating Manager, assigned Clerk and Client.

“Internal Note Added”

  • Sent to Admin, creating Manager and assigned clerk, excluding the user who added it.

“Inspection In Review”

  • Sent to the Admin and creating Manager, excluding the user who submitted it for review.

“Inspection Re-Opened”

  • Sent to the Admin, creating Manager and assigned Clerk, excluding the reopening user.

“Inspection Complete” 

  • Sent to the Admin, creating Manager, Client and any Signees including landlord/tenants.

“Report Shared” 

  • Sent to the recipient of the manual report share.

“Tenant Commented”

  • Sent to the Admin, creating Manager and Client.

“Report Signed”

  • Sent to the Admin, creating Manager, assigned Clerk and Client.

“Inspection Closed”

  • Sent to the Admin, creating Manager, assigned Clerk and Client.

“Inspections Auto-closing”

  • Sent to the Admin and creating Manager and Client.

To view the full history of all recipients and shares of each report, including a status for the recipient opening the email, click the 'Share History' tab within the Inspection on the website.

As contacts receive a unique report link, it is possible to trace who has clicked and viewed the reports, as well as when emails were opened.

If you would prefer to manually email the report link to the Tenant or Client, it is possible to generate their own unique report link.

This gives you a complete audit trail of when the report is viewed, to use in the event any disputes arise.

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