Collection Reminder Email Setup
What is the Collection Reminder Email?
The Collection Reminder Email is a global notification for collectors and/or system owners sent as a digest that is sent a specified number of days prior to the due date for any collection that is not "Complete" or has a status of "No Data". The following information is sent with the email:
- Hold name and number
- Collection ID
- Custodian name and email address (custodial) or System name (non-custodial)
- Due date
Set the Collector Portal Link as Required
When the Display Collector Portal Link in All Hold Notices toggle is turned ON, users will be required to add a link to the collector portal (via a variable). When the toggle is turned off, a link to the collector portal is not required to send out a hold. You can set this toggle in System Settings (see screenshot below).
Set the Number of Days Prior to the Due Date for Collections
The digest email for collection reminders is sent a specified number of days prior to the due date for collections. This number is specified in system settings.
- From the Home Page, click on the System Settings icon, and select the Hold and Reminder Customizations menu item.
- Type a number in the Days before Due Date for collection reminder text box. Click the up or down arrow to increment or decrement the integer value.
- Click Save.
Edit the Collection Reminder Email Schedule
The instructions below detail how to edit the schedule that collections emails are sent
- From the Home Page, click on the Scheduled Task icon.
- Find Collection Reminder Email in the Task Name column, then click the edit icon in the Actions column.
Note: If the task is currently running on a schedule, you must stop the scheduled before you can edit it. Simply click the Stop icon in the Actions column, then click the Edit icon.
- Edit the schedule then click Schedule. All fields are required on this screen. Different digests are sent to custodial and non-custodial collectors.
Once the Scheduled Task opens, click the View Collection Custodian Reminder Email link or the View Collection Non-Custodial Reminder Email link to edit the text that collectors or system owners will see in the Subject line and email footer. Detailed instructions on this process are listed below.
Edit the Collection Custodian Reminder Email Content
Follow steps 1-2 from the instructions above then click the View Collection Custodian Reminder Email link (shown at the bottom of the reminder schedule) to edit the email. This email will be sent to the person designated as the collector for a custodial data collection.
The email body and footer have rich text editors and variables available for use. Click Save when finished.
Note about the Reply To Field: If your administrator has the SMTP settings turned ON, then the Reply To field will be greyed out. Learn more about SMTP settings here.
Edit the Collection Non-Custodian Reminder Email Content
Follow steps 1-2 from the instructions above then click the View Collection Non-Custodial Reminder Email link (shown at the bottom of the reminder schedule) to edit the email. This email will be sent to the person designated as the system owner for a non-custodial data collection.
The email body and footer have rich text editors and variables available for use. Click Save when finished.
Note about the Reply To Field: If your administrator has the SMTP settings turned ON, then the Reply To field will be greyed out. Learn more about SMTP settings here.
