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Automatic Violation Notice

The Automatic Violation Notice script automates the delivery of new and past-due violation emails to system users. This feature helps OPS-COM administrators streamline the collections process by ensuring timely communication regarding outstanding citations, whether via email or printed letters. This article is intended for OPS-COM administrators responsible for managing violation notices, appeals, and collections.

Setup and Configuration

Administrators must configure the system settings and notice literature before the automated scripts can accurately process and send emails.

Configuring Notice Settings

  1. Hover over System Config and click Notice Literature to configure the text templates for your emails.

  2. Hover over Tomahawk Options and click System Settings to set the Auto Notice Days, which dictates the number of days until a violation is considered due.

  3. Hover over System Settings and click Collections.

  4. Enable the Include All Unpaid Violations checkbox to allow the system to group all violations associated with a user into a single report.

Enabling the Include All Unpaid Violations checkbox means that selecting a single violation in the list will generate a report for all violations associated with that user. This action will subsequently remove all of their associated violations from the pick-list on the Printable Violation Notice Report page.

Configuring the NIC Letter (Ontario MTO)

For organizations processing a Notice of Impending Conviction (NIC) for Ontario courts, a specific letter format must be established.

  1. Hover over System Messaging and click the Messages tab.

  2. Edit the Notice Letter to match your required NIC formatting.

Using This Feature

Once configured, the Automatic Violation Notice script runs automatically. The primary administrative interaction involves reviewing system emails and managing physical letters for users who cannot be reached digitally.

Notice Email Summary

The system will automatically send four distinct types of emails:

  • User overdue account notice: Informs standard users that they have one or more past-due violations.

  • User new violation notice: Alerts a user that a new violation was issued to them that same day.

  • Admin new violation report notice: Emails the OPS-COM administrator with a summary of how many new violation emails were sent to users.

  • Admin past due violation report notice: Emails the OPS-COM administrator detailing how many past-due emails were sent, and lists users who could not be emailed due to missing email addresses.

Managing the Letter Report

Users without an email address on file are automatically added to the Letter report so administrators can print and physically mail their overdue notices.

  1. Hover over Violations and click Letter report.

  2. Review the list of users. The results will be divided into two categories:

    • Printable Violation Notices: Notices ready to be printed and mailed.

    • Unprintable: Notices that cannot be processed due to an incomplete or missing mailing address.

Resending a NIC Letter

Once a NIC letter has been generated and sent, a copy is stored within the associated violation record.

  1. Search for the specific violation ticket or locate it on the user's profile.

  2. Click the ticket number to open the detailed ticket view.

  3. Click the Overdue Letter button to view and resend the notice.

Best Practices and Considerations

  • Organizations should regularly audit the Unprintable section of the Letter report to identify users with incomplete mailing addresses and update their profiles accordingly.

  • Be aware that the user new violation notice only triggers for violations issued on the current day. It will not retroactively notify users of older "new" violations (e.g., a 3-day-old violation) once the feature is turned on.

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