Batching Notification Emails - Product Advisory

April 2020

Introduction

LeaseAccelerator now has the ability to send Notifications in batches based on the Template Name associated with the Notification. This Advisory will explain how to take full advantage of this configurable feature.

By default, notifications are set to "Individual" which allows one email to be sent per recipient per lease. This is how the system currently functions. However, with the April 20R1.2 release, Notifications can be set to "Batched" upon request, which allows emails to be sent to the same recipient in a single combined email containing multiple leases. The option for this configuration is either "Individual" or "Batched", it cannot be both.

A request to change your configuration to "Batched" will need to be coordinated with your CSM or Implementation manager.

Notable Considerations

• Batching is governed by the Template Name in Settings/Templates.

• Lease notifications to be batched should have common notification template, e.g., “EOT 30 Day Reminder”.

• Batching of email notifications will only work with Template Names that have the ‘Context’ set to ‘Declaration’ in the Notification create/edit pop-up.

• Notification emails will be organized in batches by effective end date and specific Notifications configuration. The current system behavior will not change as it relates to the date Notifications are sent. However, instead of receiving 50 separate emails for 50 leases with an effective end date of December 31^st, the recipient will receive one email with 50 leases listed. Users will still receive emails for every effective end date in their portfolio where they are a named recipient.

• Batched emails can only be set up and sent to participants configured in a lease with a valid email address, i.e., Analyst, Asset Owner, etc.

  • Multiple emails may still be sent to a person based on that person’s assigned Lessee Role(s) and/or Notification escalation arrangements:

    • Example: If you are the Asset Owner on 20 leases, and Joe Smith is a Co-Asset Owner on 5 of those leases, you will likely receive two emails. One that CCs Joe for those 5 shared leases, and a separate one for the 15 leases that are yours and yours alone.

• Notifications features remain the same in the Notifications workspace. It is important to remember that this batching feature relies on the Predefined Email Template name selected while creating a notification.