Notification on job

A job can be configured to send one or more reminders via email before it is to be carried out. This functionality is particularly useful for automatically notifying an external company if they are to perform the job, or for users who only need to carry out a few jobs a year and therefore rarely log in to INEXTIA.

Set Up a Reminder

In the job screen, you define when the reminder should be sent and who should receive it.
Multiple levels of reminders can be configured, so new reminders are sent if there is no response to the initial one.

In the example above, a reminder is sent to support@inextia.dk 1 day before the job must be completed (next date).

If the job is not completed, another reminder is sent 3 days later.

For each level, you can specify how long before or after the next date the reminder should be sent and to whom.

It is also possible to determine which e-mail template should be used.

Email Template

If no custom setup is made, INEXTIA sends a standard reminder email with a PDF attachment containing the job report.

To fully utilize reminders, it is recommended to create email templates that clearly explain why the recipient is receiving the email.

Templates are configured in the "Job Email Templates" screen.

1. Enter a unique number.
2. Insert the subject line for the email.
3. Insert the message text (body).
4. Example of how the email will appear.

In the example above, tags (macros) are used.

Tags allow specific information from the job to be dynamically inserted into the email. (Tags are replaced with job data when the email is generated).

The tags used in this example are:

• %JobNo% = Replaced with the job number.
• %JobName% = Replaced with the job name.
• %NextDate% = Replaced with the next date for the job.
• %JobLink% = Inserts a link in the email that opens INEXTIA and retrieves the job when clicked.

The complete list of available tags that can be used is displayed under help on the "job email template" screen.

You can create as many email templates as needed.

If multiple reminder levels are set up for a job, it’s logical to use different templates, allowing different emails to be sent depending on the reminder level reached.

In the first example from the job screen, there are two levels, which is why two templates are used. One email for the 1st reminder and a slightly different email for the 2nd reminder.

Note: Emails sent from INEXTIA are sent from a no-reply email address. Therefore, it’s important to include a reply-to email address in the template if the recipient needs the option to respond.