Users can set a Task Type to auto-send an email notification or a calendar invite, using the Notifications feature. Note: This can only be done by an account administrator.
- Hover over the Tasks module and select Manage Task Types.
- Select the Task Type you wish to work with.
- In the Notifications section, click the Add button.
- In the Notification popup window, select the email recipient from the Notify dropdown menu. Please note: Only persons having a Contact record (with an email address) within your AppColl account can receive email notifications. If you wish to send notifications to a client, we recommend having the email sent to you first. Then you can forward (or copy and paste the text) to a client. Check the Email check box. (Optional) Check the Calendar Entry check box to send a calendar invite to the recipient(s).
- Update the Show From default entry as needed. Select whether to also Cc matter intake email address (if available). Please Note: The Attach any documents linked to task check box will not work if the task is being auto-generated from one or more triggers. In other words, it would not be possible to attach a document before the task is created.
- Enter the Message Subject and Message Body. Fields from the database can be inserted into either of these text boxes. See the Form Emails/Letters Topics for more details on how to do this. PLEASE NOTE: It is not recommended to format an email notification within Word and then paste into AppColl. Word does a very poor job of copying and pasting it's formatted text. We highly recommend either creating the form letter within AppColl, or if pasting from elsewhere, do not include the formatting. Just paste the plain text.
- (Optional) Select a previously saved notification email template from the Load Template drop down. Editing a loaded template will not affect the saved version of the template.
- (Optional) Enter a name in the Save As Template text box and click the Save button to save this email template for future use.
- Notice the options in the Send area and adjust the notification timing. Options: When task is Opened (The email will be sent as soon as the task is created). When task is Completed (e.g. send confirmation once the issue fee is paid). When a file is attached (Used when receiving e-Office Action emails and document downloads from Patent Center).
- Confirm that the Notification was added and click the Save button.
Click here if you would like to create client form emails when tasks with external deadlines are created.
The video below explains the steps shows above with respect to creating a calendar entry.