Auto Email Notifications for Warnings

The Auto Email Notifications for Warnings feature allows administrators to automatically dispatch email notices to users who have received a violation marked as a warning. Its primary purpose is to efficiently communicate zero-dollar infractions to users without requiring manual email processing by administrative staff. This article is intended for OPS-COM administrators.

Setup and Configuration

To use this feature, administrators must enable the global setting, configure the email template, and ensure the corresponding system task is active.

Enabling the Global Setting

1. Hover over System Configuration and click System Settings.

2. Scroll down to locate the Violations sub-menu.

3. Enable the Send Notices For Warnings checkbox.

4. Click the Save Settings button.

Configuring the Email Template

1. Hover over System Configuration and click Content & Designs then Email Templates.

2. Click the Edit button next to the New Warning Notice template.

3. Adjust the layout and content of the warning letter as needed and save your changes.

Enabling the System Task

For the warning notices to be sent out automatically, the associated system task must be active.

1. Hover over Tools and click View System Task Logs.

2. Ensure the New Violation Notices task is enabled.

Task Frequency: The frequency at which this system task runs can be adjusted, but it must be updated manually in the database by the OPS-COM team. Please contact support@ops-com.com for assistance with modifying this schedule.

Using this Feature

Once configured, the system handles the distribution of warning notices automatically based on the scheduled system task. No daily manual intervention is required.

Available Actions and Functionality

• Running Tasks Manually: Like other system tasks, the New Violation Notices task is set to run at a scheduled time. However, administrators can execute it immediately by clicking the Run button next to the task on the system task logs page.

• Output Filtering: While the Send Notices For Warnings setting is enabled, the system task will include warning violations in its email output. If you choose to disable this setting later, the task will revert to only sending notices out for standard violations issued with a fine.

Best Practices and Considerations

• Protecting Field Staff: We strongly recommend keeping a longer delay for the task frequency. Delaying the automated warning emails is intentionally designed to prevent unsafe situations where field staff might be approached, pressured, or confronted by a user immediately after issuing a violation in the lot.