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Email Automation - Update Inspection Status
Email Automation - Update Inspection Status
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Written by SnapInspect
Updated over a week ago

The Update Inspection Status Email is sent out to relevant stakeholders when the inspection status is changed, keeping your team involved in key events and updates.

Tip: For more information about updating an Inspection Status Please Click Here

How to Set Up Update Inspection Status Email Automation

  1. Go to the Company Settings tab within the app.

  2. Select Settings, then choose Emails & Templates from the menu.

  3. Enter a name for your template in the designated field and select "Update Inspection Status" from the dropdown menu.

  4. Click on the "Add New Email Template" button to save your new template.

How to edit Email Template

  1. Click on the area in the template where you want to insert the information.

  2. Click on the option for Dynamic Field to access the available data fields.

  3. Select the type of information you wish to add to your template from the provided options.

    • Company Logo

    • Address

    • Property Manager

    • Reference

    • Inspection Type

    • Inspection Date

    • Inspector

    • Download Link

    • Previous Status

    • Current Status

    • Score

    • Internal ID

Please note:

Dynamic information will be displayed in the email within double square brackets [[ ]] for example [[Address]]

How to Set Up Email Automation

Auto Email

  • Enable this option for emails to be sent automatically based on triggers. Once ticked, the email template will become live.

Auto Email To

  • Add all relevant recipients who need to receive the email. Using the format Contact(Tenant) ensures that only recipients associated with the specific asset will receive the email.

Please note:

  • Add all relevant recipients who need to receive the email. Using the format Contact (Tenant),Contact (Owner),Inspector,Property Manager,email address,[[Asset Custom Field Name]] ensures that only recipients associated with the specific asset will receive the email.

  • Ensure there is so spacing between each contact/email address if you decide to send this to multiple people

Status

  • Selecting the "Status" box will display all statuses configured in your account. Choose the relevant status to trigger when the status is updated.

Save/Delete Template

  • After finalising your email template and settings, click 'Save Template.' If you wish to delete the template, click 'Delete.'

How to Attach Multiple Email Templates to an Inspection Type

You can send multiple Update Inspection Status Email templates—such as one for the tenant and another for the Property Manager—by adding various status update emails. While the email type remains the same, the body content can be customized using different templates to tailor the message for each recipient.

To Set This Up:

  1. Navigate to Inspection Types in the Checklists tab.

  2. Select the relevant Inspection Type.

  3. Go to Settings > General.

  4. Next to Update Inspection Status: click on Select Update Inspection Status.

  5. Choose the appropriate Email Template for the recipient (e.g., tenant or Property Manager).

  6. Repeat steps 4–5 to add additional Update Inspection Status Emails with different templates.

For more information about Email Automation, Please Click Here

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