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Email Notifications
Below is a list of system email notifications, which are sent out automatically to users. The emails shown in this document are examples and subject to change.
ON THIS PAGE
  1. New Realtors
  2. Adding/Modifying Miscellaneous Options
  3. Approval of Miscellaneous Options
  4. Sales Offer Submission
  5. Sales Offer Status Change
  6. Option Change Approval
  7. Construction Task Changes
  8. Late Option Selection
  9. Option Change Order Forms - Creation & Finalization
10. Lot Siting Change
11. Driveway Swing Change
12. Construction Schedule Stopped/Restarted
13. Color & Option Selections
14. Purchase Order Revision
15. Variance Purchase Order Revision
16. Calculating Cost Errors
1. New Realtors

When a new realtor is set up in Maintain Realtors application, an email with his/her contact information is sent out to all users listed in control field so_notify_email_for_new_realtors. For details, see Maintain Realtors section of Sales Office training guide.


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2. Adding/Modifying Miscellaneous Options


When a new miscellaneous option is added to a lot in Maintain Option Selection application, the following notification is sent out to all listed in jc_misc_option_advise_email control field:

For details, see Maintain Option Selections section of Decor/Design training guide.



When a miscellaneous option is added to an offer, in Maintain Purchaser Agreements application, the following notification is sent out to all listed in jc_misc_option_advise_email control field:

For details, see Maintain Purchaser Agreements section of Sales Offer training guide.



Once, a miscellaneous option was modified or replaced with standard option, in Update Miscellaneous Option Prices, an email is sent to the creator of the option:




For details, see Update Miscellaneous Option Prices section of Job Costing training guide.

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3. Approval of Miscellaneous Options


When a miscellaneous option, which was added to an offer, is approved by the Costing department, an email is sent to all listed in so_misc_option_approval_advise_email control field:



Once, an option, which was added to a lot, is approved by the Costing department, notification is sent to all listed in de_misc_option_approval_advise_email control field:


NOTE: Options are approved in Update Miscellaneous Option Prices application.

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4. Sales Offer Submission

When an offer is submitted for analysis/approval via Maintain Purchaser Agreements, an email is sent to all listed in so_offer_submitted_email_list control field. For details, see Maintain Purchaser Agreements section of Sales Offer training guide.


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5. Sales Offer Status Change

When the status of an offer changes to "Accepted" or "Dead" in Do Deal Analysis & Review, an email is sent to the lot's construction supervisor, if control flag cs_send_offer_create_or_dead_to_super is turned on for the division. For details, see Do Deal Analysis & Review section of Sales Offer training guide.



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6. Option Change Approval

If an option was added/modified/deleted in Maintain Option Selections and the change was approved in Approve Options Selections, the lot's construction supervisor is notified about this via email. For this to occur, control flag cs_send_option_changes_to_super must be turned on for the division.

For details, see Maintain Option Selections and Approve Option Selections sections of Decor/Design Center training guide.



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7. Construction Task Changes

Email of task change information sent to vendor when the task changes within certain days of the current task scheduled date. Caused by the change happening within the X days of the task start date and X is defined non-zero in the division specific control flag cs_vendor_task_change_advise_threshold.


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8. Late Option Selection

Late option selection advisement email of option selection change information sent to addresses defined in control flag de_late_option_selections_advise_email. Caused by the change happening within X days of the closing where X is defined in the division specific control flag de_late_option_selections_threshold.


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9. Option Change Order Forms - Creation & Finalization


When a new change order form is created AND/OR an existing one is finalized, AND control flag de_send_co_change_advise_email is turned on for the division (set to 1):

Look at all Standard/Miscellaneous Options whose quantity AND/OR Purchase Order comments have changed, and if they did then:
  • Check which Cost Types are related to these Options, in addition to Cost Types, which are related to Item Groups impacted by the Options;
  • And, check which Purchase Orders are affected by these options.
If any Purchase Orders are affected...
And if options_department_email control field is NOT empty for the division then:
Send an email to all in this list informing of Change Order creation and/or finalization.
Else, if purchasing_department_email control field is NOT empty for the division then:

Send an email to all in this list informing of Change Order creation and/or finalization.


Option Change Order forms can be set up and finalized in Maintain Option Selections application. For details, see Maintain Option Selections section of Decor training guide.

NOTE: These notifications can be set up for specific projects.



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10. Lot Siting Change

To activate ANY of lot siting notifications, the following control flag must be turned on for the division: ld_advise_siting_or_swing_change.


Lot siting change requests are made in Maintain Lot Information application (Land Development module). Once a request is submitted, the following email is sent out to all listed in lot_siting_change_request_email control flag:

NOTE: If no email addresses have been defined in the lot_siting_change_request_email control flag, then an email notification is sent to everyone with access to Approve Lot Changes application.

Once the proposed siting change is approved and/or rejected in Approve Lot Changes application (Land Development module), the following email notifications are sent to all listed in ld_advise_siting_or_swing_change_email control flag:



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11. Driveway Swing Change

To activate this notification, the following control flag must be turned on for the division: ld_advise_siting_or_swing_change.

Once the swing of the driveway is changed in Maintain Lot Costing Information application (Job Costing module), the following email notification is sent to all listed in ld_advise_siting_or_swing_change_email control flag:


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12. Construction Schedule Stopped/Restarted

If construction schedule was stopped or restarted, construction supervisor is notified of this via an email:



Lot schedules can be stopped/restarted in Stop & Restart Lot Schedule application. For details, see Stop & Restart Lot Schedule section of Construction Scheduling training guide.

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13. Color & Option Selections

When color/final or pre-construction option selections are received, the dates of these selections are entered in Maintain Lot Design Center Information application and email notifications are sent out. For details, see Maintain Lot Design Center Information section of Decor/Design Center training guide.



The notifications are sent to all email addresses listed in purchasing_department_email control fields. NOTE: These notifications can be set up for specific projects.



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14. Purchase Order Revision


An email is sent out to all listed in options_department_email and purchasing_department_email control fields, if a purchase order requires revision:



What triggers notification:

  1. Control flag op_advise_op_dept_options_after_colors needs to be set to 1.
  2. Standard or Miscellaneous Option selection "is changed" and that option "affects" one or more budgeted, finalized purchase orders "is changed", meaning any of the following:
    1. Option is added;
    2. Option is deleted;
    3. Option changed quantity;
    4. Option changed comment "affects", means any of:
      1. The option appears on the Purchase Order by nature of it having a takeoff in the cost type of the Purchase Order.
      2. The option appears on the Purchase Order by nature of Impacted Item Groups of the option. Where any Purchase Order that has one or more items being a member of the Impacted Item Groups, can be said to be affected by the option.
      3. The answers for rule selections that appear on the Purchase Order have changed.
NOTE: These notifications can be set up for specific projects.

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15. Variance Purchase Order Revision

It uses the Maintain PO Change Reasons (Division) application to find the email address that is attached to the change reason. For details, see Maintain PO Change Reasons (Division) section of Purchase Orders training guide.
  1. If purchase order status is Finalized and change reason has changed OR;
  2. If purchase order status is Finalized right away (before the preliminary state) OR;
  3. If purchase order status has changed from Finalized to Cancelled.
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15. Calculating Cost Errors

When an error has been encountered calculating costs, the following email is sent out:


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Updated November 18, 2014