How to Set Up & Schedule Automated Emails

Automated Email Delivery

🎯 Objective

The Alerts feature automates key report deliveries to keep your team informed and proactive. It sends reports at set intervals, helping reduce manual work, avoid delays, and ensure important updates are never missed.

📘 Instructions

Step 1: Enable the Feature

Ensure the Alerts module is enabled in the Access Rights at the Portal Level.
Enable the following settings for admin users:
- Alert Notifications
- Alert Recipients
- Add/Edit Alert Notifications
- Alert Type Company (Settings)

Step 2: Define the Alerts

Access the Settings page:
- Navigate to the Setup page at the top right corner.
- Click on Alerts on the left side panel.
- Click Settings.
Configure the alert settings:
- Click the settings icon in the row of the alert you want to configure.
- Click on the + button to add an alert setting.
- Fill in the required details (refer to the Field Descriptions section).

If you select a certain filter (i.e. stores or brands) in the filter, the alert will only send out data related to those selected options.

Setup the Recipients:
- Add a Recipient manually:
  - Click on Recipients under the Alerts section.
  - Click on the + button.
  - Fill in the required details.
- Add Recipients in bulk:
  - Click on the upload button.
  - Select Add.
  - Download the template.
  - Fill in the required information.
  - Upload the file.
  - Select Add Missing Data if you’re adding additional Recipients or Replace All if you need to delete all previously uploaded Recipients and add the new ones from the uploaded sheet.

Linking the user ensures that all alerts they receive align with their assigned privileges. If a user has a specific branch assigned to their privileges, alerts sent to them will only include data for that branch. This restriction does not apply to alerts sent to non-user recipients.

Setup the Notifications:
- Click the Notification menu item.
- Click on the + button.
- Select the recipient from the drop-down menu.
- Select the applicable Tool.
- Select the alert setting.
- Apply the necessary filter for the selected recipient, but only for this specific alert setting and not all alerts sent to them.

This step assigns the alert to the appropriate recipient.

Field Descriptions

Field Name	Description	Example
Name	Define a unique name for the alert setting.	Daily Completed Visits
Duration	Specify how many days, weeks, months, or years of data are included in the alert.	If the Duration is set to 2 weeks, the system will retrieve data for the last 2 weeks starting from the adjusted start date (which is determined by the Buffer).
Buffer	Specify how many days, weeks, months, or years the system offsets the start date when retrieving data based on the duration.	If today is March 12 and the Buffer is 3 days, the system will start retrieving data from March 9 instead of March 12.
Cron Expression	Define how often the alert is sent.
File Type	Defines the file type to be received by email.	XLSX, CSV, etc.