Trackops offers a variety of email notifications that are sent to your staff and clients alike. While the default email templates work for most people, you have the ability to customize them to your liking through the program.
To make changes to your email templates, click the Settings tab, then click Email Settings & Templates. From here, click on the email template you wish to edit.
Make sure the notification is enabled by checking the box (as shown below).
Trackops also allows you to include variables inside your templates. These template variables are simply placeholders for actual data, which is populated on the fly when the email is delivered.
To insert a variable into your email template, simply place your cursor where you want the variable to appear, and then select it from the variable list at the bottom of the form. If you already know the variable, you can simply type or paste the variable into the template where you would like it to go. Please note, variables are case sensitive.
CC Email Addresses
Some email templates include the ability to include a CC Email. When an email address is specified in this area, all notifications of this type will be copied to the specified recipient.
Customizable Email Templates
|Template||Can be Disabled?||CC Enabled?||Description|
|Case Assignment Notice||YES||YES||Sent to employees/vendors when assigned to a case.|
|Case Budget Threshold Notice||YES||YES||Sent to the case manager when a case is nearing full budget utilization.|
|Case Update Email||NO||NO||Template for sending case update emails.|
|Event Assignment Notice||YES||YES||Sent to employees/vendors when assigned to an event or task.|
|Expense Entry Decline Notice||YES||YES||Alerts an employee/vendor when one of their expense entries is declined.|
|Event Change Notice||YES||YES||Alerts an assigned user when information on an event/task changes.|
|Event Invitation Decline Notice||YES||YES||Sent to an investigator when they were invited to share availability on an assignment they did not end up being assigned to.|
|Event Invitation Email||YES||YES||Sent when an investigator is invited to share availability for an upcoming assignment.|
|Event Invitation Response Notice||YES||YES||Sent to a manager or to the general notification email when someone responds to an invitation.|
|Expired License Notice||YES||YES||Sent to an employee/vendor when a license becomes expired.|
|Expiring License Notice||YES||YES||Alert an employee/vendor when a license is expiring soon.|
|Invoice Email||NO||NO||Sent to a recipient, along with an attached PDF Invoice.|
|Invoice Payment Receipt||YES||NO||Sent to clients when a payment is received on their invoices.|
|Invoice Payment Reminder #1||YES||NO||The first payment reminder for overdue invoices.|
|Invoice Payment Reminder #2||YES||NO||The second payment reminder for overdue invoices.|
|Invoice Payment Reminder #3||YES||NO||The final payment reminder for overdue invoices.|
|New Case Notice||YES||YES||Sent to the general system email when a new case is submitted.|
|New Case Receipt||YES||YES||Sent to the customer when a new case is submitted.|
|New Case Request Notice||YES||YES||Sent to the general system email when a new case request is submitted.|
|New Case Request Receipt||YES||YES||Sent to the customer when a new case request is submitted.|
|New Case Update Notice||YES||YES||Sent to the case manager when a new update is posted to their case.|
|New File Upload Notice||YES||YES||Sent to the case manager when a new file is uploaded to their case.|
|New Inbound Message Notice||YES||YES||Sent to the general system email when a new inbound message (non case-update related) is received.|
|Upcoming Event Notice||YES||YES||Alerts a user that one of their events is upcoming.|
|User Account Activation Receipt||NO||NO||Alerts a user that a new account has been created for them.|
|User Login Invitation||NO||NO||Invites a user to login to in the system.|
|User Login Request Instructions||NO||NO||Sends a user instructions on how to reset their password.|