Email Notifications

rAbstract functionality allows users to receive emails containing critical date information on a regularly scheduled basis (for example, critical date emails can be sent every Monday morning at 5:00 a.m.). Within Email Notifications in Project Administration, the Project Administrator (a) defines default email settings; (b) assigns rights to receive critical date emails to Project users; and (c) assigns Building access rights to users.

Article contents:

• Defining Default Email Settings
• Assigning Critical Date Email Rights
• Assigning Building(s) for Critical Date Emails

Defining Default Email Settings

Default email settings for a Project dictate when and how often critical date emails are automatically sent out. These default settings may be overwritten on a user-by-user basis.

1. Select Email Notifications from the Navigation Tree and click “Default email Settings” in the Pane 1 Toolbar. A “Default email Settings” window appears.
2. Click “Edit,”
3. Enter data into the following fields:
   • Run Interval: Select the interval for which you would like the automated emails to be sent. The choices are “Daily," “Weekly,” or “Monthly."
   • Run Day: Select the day of the week on which to send the automated emails (this field is not applicable if the Run Interval is set to “Daily”).
   • Run Time: Select the time of day to send the automated emails.
   • Email Subject: Enter the text to appear in the Subject line of the email. A default subject line is provided which may be edited by the Project Administrator.
   • Email Content: Enter the text that appears in the body of the email. Default content is provided which may be edited by the Project Administrator.
4. Click “Save.”

Assigning Critical Date Email Rights

1. Select Email Notifications from the Navigation Tree. Pane 1 populates with a list of all users with a Project Status of “Enabled” per the “Project User Security” screen.
2. Highlight the user in Pane 1 for which critical date email rights will be assigned. Click “Edit” in the Pane 1 Toolbar (or right mouse click and select “Edit”) and enter data in the following fields:
   1. Type: From the drop down box, select the type of critical dates to be included within the email. The default selection is “All," meaning the user receives all critical dates within the system for the selected Buildings. Other choices include:
      • Commence/Expiry: Critical date emails include only commencement and expiration dates.
      • Financial: Critical date emails include dates on which a financial event is scheduled to occur (i.e., change in base rent amount, percentage rent breakpoint, security deposit amount, etc.)
      • Forms: Critical date emails include only dates related to Forms (i.e., non-lease documents that have been abstracted).
      • Options: Critical date emails include all dates related to options and encumbrances, including notification and effective dates.
      • Other: Critical date emails include any other dates not belonging to the categories listed above.
   2. Term: From the drop down box, select the term (i.e., period of time) of critical dates to be included within the email. The default selection is “All," meaning that all dates from the date that the email is generated and forward will be included. Other choices include “Current Week” (i.e., the next 7 days), “Weeks 1 – 4” (i.e., the next 4 weeks) or “Weeks 1 – 8” (i.e., the next 8 weeks).
   3. Status: Select “Enabled” to activate critical date emails.
3. Click “Save” in the Pane 1 Toolbar.
4. If the email settings for the user should be something other than the default settings, click “Email Settings” for the specific user in the far right hand column, and edit the settings using the same procedures as noted in “Defining Default Email Settings” above.

Assigning Building(s) for Critical Date Emails

After a user is enabled to receive critical date emails, the Building(s) within a Project which for which emails will be received must be assigned. In a similar fashion, Buildings that have previously been assigned for receipt of critical date emails may be unassigned if the Project Administrator no longer wishes for the user to receive critical date emails for such Buildings.

1. Highlight the user in Pane 1 that has been enabled to receive emails for which Building email rights will be assigned.
2. Click “Assign Building(s)” in the Pane 2 Toolbar. The “Assign Notification Buildings” window appears:

A list of all available Buildings within the Project for which the user was granted access rights at the Project User Security screen appears in the left window entitled “Available Buildings." Use the arrows to assign and/or unassign Buildings to and from the user. When the desired Building(s) are transferred to “Assigned Buildings," click “Save.” Pane 2 now displays the Building(s) that were assigned to the user for the purpose of receiving critical date emails.

Info: This screen allows multiple Buildings to be assigned/unassigned to a single user at one time. There are times when it is more efficient to assign/unassign multiple users to a single Building. This may be accomplished by the Project Administrator within the “Buildings” section of Project Administration.