Automatic Violation Notice

The Automatic Violation Notice Scriptscript sendsautomates Newthe delivery of new and Past Duepast-due violation notice emails to ParkAdminsystem users.

This

Forfeature ahelps LucidOPS-COM Chartadministrators Diagramstreamline See:the Technicalcollections Schematicprocess -by Stepensuring #1timely 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.

OPSCOMSetup 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 beconfigure Confirmed:the

   text

   templates

   for

   your emails.

   Days,

   Notice Hover relatedover settingsTomahawk areOptions and click System Settings to set underthe System Config >Auto Notice Literature:	which Violationdictates the number of days until duea violation is setconsidered in Tomahawk Options > System Settings:due.
   Hover

   
   

   There are additional settings that will affect whether or not all unpaid violations will be added to the letter or if the selected violations will only be included when it comes time to create the letter report. These settings are found underover System Settings →and click Collections.

   →

2. Enable the Include All Unpaid Violations.Violations Ascheckbox mentioned this willto allow youthe system to selectgroup 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 andwill generate a report for all violations associated with that user. KeepThis in mind that means itaction will alsosubsequently remove theall of their associated violations from the pick-list on the Printable Violation Notice Report pagepage.

even

Configuring ifthe youNIC onlyLetter have(Ontario oneMTO)

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 violationsMessages selected. 
   tab.

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

   
   

Notice/EmailUsing Summary:This Feature

InOnce totalconfigured, therethe areAutomatic 4Violation differentNotice 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 that will be sent once the above is setup:emails:

The NIC Letter

As part of the MTO process an admin can set up a Notice of Impending Conviction (NIC) letter that can be sent to users who have outstanding violations that will be collected through Ontario courts.
To configure this letter go to System Messaging and edit the Notice Letter found in the Messages tab.

You can read more about Notice Letters/NIC on this page.

Letter Report:

Users who couldn't be emailed their overdue violations are added to the letter report, which is accessible under Violations > Letter report on the OPSCOM Website. The letter report was created so that OPSCOM administrators can print and physically mail outtheir overdue violations if they so choose.
notices.

1. Hover over Violations and click Letter report.

2. Note: When arriving at this pageReview the list of users. The results canwill fallbe divided into two categories:

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

     The
   Unprintable
   • means

     Unprintable: Notices that therecannot isbe processed due to an incomplete or missing mailing address.
     

     

Resending a NIC Letter

Once a NIC letter has been sentgenerated itand sent, a copy is stored withwithin the associated violation.violation Ifrecord.

for

any
1. reason you wish to resend or re-output the letter you can do so from the ticket detail.

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

   then
click
2. on

   Click the ticket number to viewopen the detailed ticket detail.view.

   From
here
3. you will see

   Click the Overdue Letter button. By clicking on this button you will be able to view and resend the notice.

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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.