The automated notification system triggers emails to responsible parties when a violation or warning is issued. This troubleshooting guide helps administrators identify and resolve configuration issues preventing these automated emails from successfully sending. This article is intended for OPS-COM administrators responsible for managing system communications and enforcement.
## Setup and Configuration Ensuring that notification emails function correctly requires verifying several core settings across both user profiles and system configurations. **Admin Side:** Administrators must ensure that system tasks, email templates, and violation parameters are actively enabled and configured correctly to allow automated processing. **User Side:** End-users must have a valid email address attached to their account and be designated as the primary driver of the vehicle to receive automated email notifications. ### Verifying System Configurations To ensure emails are processed successfully, verify the following configurations within your environment: - Confirm that the user is marked as the **Primary Driver** and has a valid email address associated with their account. The system automatically sends emails to the primary driver; users without an email address are instead flagged for the *[Letter Report](https://opscom.wiki/books/the-opscom-admin-portal/page/notice-letter-report "Notice Letter Report")*. - Hover over **System Configuration** and click **Content & Designs** then **Email Templates** to ensure that the templates for violation notices are properly configured and enabled. - Hover over **Tools** and click **View System Task Logs** to verify that the **New Violation Notices** system task is enabled and running correctly (either on a set schedule or via manual trigger). - Hover over **System Configuration** and click **System Settings** then **Violations** to ensure that the **Send Notices For Warnings** checkbox is enabled, assuming your organization sends warnings. - Hover over **System Configuration** and click **System Settings** then **Tomahawk Options** to verify the **Violation days until due** configuration. Additionally, check the **Collections** settings to ensure **Include All Unpaid Violations** is set according to your organizational requirements. ## Troubleshooting and Inspection Administrators can use the following instructions to investigate further if the system configurations are correct but emails are still not sending. 1. Hover over **Violations** and click **Letter Report**. 2. Inspect the generated report to identify users who lack valid email addresses or who have unsent notices. 3. Manually review these entries to determine if they meet the criteria for automated notification.The system only triggers initial emails for **New Violations** (those issued on the current day). Existing or older violations may not trigger an automated notification email after the initial issuance date has passed.
--- ## Best Practices and Considerations ### - **Maintain accurate user data:** **Regularly audit user profiles to ensure primary driver contact information is up to date.** Confirming valid email addresses prevents ongoing communication gaps. - **Monitor your task logs:** **Periodically review the System Task Logs.** This confirms that automated notification processes are executing as expected without errors. - **Maintain consistency in reporting:** **Use the Letter Report as a standard tool for identifying users who fall outside of the automated email criteria.** This ensures these individuals still receive necessary physical notices.