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Why Are My Violation/Warning Notification Emails Not Going Out?

ThisThe articleautomated isnotification designedsystem triggers emails to assistresponsible OPS-COMparties administrators in identifying and resolving issues preventing violation or warning notification emails from being sent to users.

Purpose and Overview

Whenwhen a violation or warning is issuedissued. inThis thetroubleshooting system,guide helps administrators identify and resolve configuration issues preventing these automated emails from successfully sending. This article is intended for OPS-COM canadministrators automaticallyresponsible triggerfor managing system communications and enforcement.

Setup and Configuration

Ensuring that notification emails tofunction thecorrectly responsiblerequires party.verifying Ifseveral thesecore notificationssettings areacross notboth beinguser received, this guide outlines the necessary configuration checksprofiles and system requirementsconfigurations.

Admin Side: Administrators must ensure that system tasks, email templates, and violation parameters are actively enabled and configured correctly to ensureallow automated processing.

User Side: End-users must have a valid email deliveryaddress functionsattached correctly.to their account and be designated as the primary driver of the vehicle to receive automated email notifications.

SetupVerifying andSystem ConfigurationConfigurations

To ensure emails are processed successfully, verify the following configurations:configurations within your environment:

  • User Information: 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 ReportsReport.

  • EmailHover Templates: Navigate toover System Configuration thenand click Content & Designs and clickthen Email Templates to ensure that the templates for violation notices are properly configured and enabled.

  • SystemHover Tasks: Navigate toover Tools thenand 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).

  • WarningHover Settings: If you are sending warnings, navigate toover System Configuration thenand click System Settings and clickthen Violations. Ensureto ensure that the Send Notices For Warnings checkbox is enabled.enabled, assuming your organization sends warnings.

  • NoticeHover Parameters: Withinover System Configuration and click System Settings then Tomahawk Options then System Settings,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

IfAdministrators can use the following instructions to investigate further if the system configurations are correct but emails are still not sending, follow these steps to investigate further:sending.

  1. NavigateHover toover Violations and selectclick 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 initialinitial issuance date has passed.

Best Practices and Considerations

  • Maintain Accurateaccurate Useruser Data:data: Regularly audit user profiles to ensure Primaryprimary Driverdriver contact information, particularly email addresses,information is up to datedate. toConfirming preventvalid email addresses prevents ongoing communication gaps.

  • Monitor Taskyour Logs:task logs: Periodically review the System Task LogsLogs. toThis confirmconfirms that automated notification processes are executing as expected without errors.

  • ConsistencyMaintain consistency in Reporting:reporting: Use the Letter Report as a standard tool for identifying users who fall outside of the automated email criteria,criteria. ensuringThis ensures these individuals still receive necessary physical notices.notices.

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