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Automation Notifications for Licensing

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Notification Automation Options

3 types of notifications can be automated for the renewal process. Those are:

  • Active Notice
  • 30-Day Notice
  • Expiring Notice

 

Active Notice

The active notice is sent daily to everyone who has an active license issued in the current month. They will only receive the message once. If you create a license with an issue date further in the past than the current month, they will not receive the email.

 

30-Day Notice

The 30-day notice is sent daily and finds all licenses expiring within the next 30 days, this includes today and within the next 30 days. The message will only be sent once.

 

Expiring Notice

This notice is sent daily and is sent to only those licenses whose expiration date is exactly today. If you have moved the expiration date to be in the future or the past, then the license holder will not receive the email.

 

Who Receives the Email?

These notices will go to the primary contact’s email address for automation. If not provided, it uses the business email address.

 

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Set Up Your Notice Instructions

  1. Sign in to your site
  2. Navigate to Admin Tools and select Organizational Settings
    The Admin Tools expandable menu, then the Organization Settings option.
  3. Expand License Settings
    The expandable License Settings option.
  4. For the Active Notice, select the letter you want to send under the License Active Form. The form you select will be attached to the email as a PDF (Portable Document Format).
    The field labeled License Active Form.
  5. For the 30-Day Notice:
    • Select Yes under Do you want to automatically notify the license holder of pending expiration?
      The drop down menu labeled Do you want to automatically notify license holder of pending expiration.
    • Then select the letter you want to send in the dropdown for Notice of pending expiration received 30 day before expiration date. The form you select will be attached to the email as a pdf.
      The drop down menu labeled Notice of pending expiration received 30 day prior to expiration date.
  6. For the Expired Notice, select a letter to send under License Expiration Notice. The form you select will be attached to the email as a PDF.
    The field labeled License Expiration Notice.
  7. You can click any of the Initiate Procedure/Click to test links and this will fire off the procedure that will look for active, 30-day-expiring, or expired licenses. License holders will receive the email.
    The URL labeled Click to test to the right of the License Expiration Notice text.
  8. The final step is to set the content of the email. Navigate to Admin Tools and select Forms Customization.
    The expandable menu labeled Admin Tools, then the Forms Customization option.
  9. On the right-hand side, click the Content button
    The button labeled Content.
  10. In Select Content, the following content areas are the body of the emails that are sent.
    An example image of the email bodies in the Select Content drop down menu.
    • LICENSE EMAIL BODY: The email body for an active license notification
    • LICENSE 30 DAY PRIOR TO EXPIRATION EMAIL BODY: The email body for a 30-day notification
    • LICENSE ON EXPIRATION EMAIL BODY: The email body for expiration notification

 

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Adhoc Send Notifications

You can click any of the Initiate Procedure links, and this will fire off the procedure that will look for active, 30-day expiring, or expired licenses. License holders will only receive the email once, even if they click Initiate Procedure. The procedure looks for new licenses that fit the criteria.

 

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