Available to subscription: Fleet Management
User role: Fleetmanager
How to find user defined notifications
With user defined notifications you create your own emails, which are sent automatically, for example to the employee driving the car when it is soon due for inspection. You can attach your own files, for example a guide. The files can only be used in user defined notifications.
Go to System setup > Fleet management and click Go to page under Create your own notifications. See Fleet - Settings overview.
Create a notification
1. Click Create.
2. Fill in the Email tab.
3. Select under the Triggers tab when the email should be sent.
4. Optionally add files under the Files tab.
5. Click Save.
Click Send to myself if you want to see what the email looks like. Under Log you can see previous changes.
The Email tab
Give the notification a name, select whether it is active, and select the recipient, for example the employee currently assigned to the vehicle. Only active notifications are sent. Then enter the subject and email message.
Select Yes under The recipient must confirm having seen the email notification if the recipient must click a link in the email. Enter the number of days between each reminder, how many times the recipient is reminded before the nearest manager gets the notification, and how many times the nearest manager is reminded before the Fleetmanager gets it.
Use data tags to insert dynamic text, for example the employee's name (%EmployeeName%) or the vehicle's reg. no. (%Licenseplate%). Click Paste to insert a data tag where the cursor is. Some data tags attach a report as PDF, Excel or CSV, for example fleet violations or utilization of vehicles.
The Triggers tab
Select when the notification should be sent:
- Never
- A vehicle's field changes
- Days before datefields value, for example next inspection
- Before a vehicle's service inspection
- When a task changes status
- At regular intervals
- At regular intervals with reports attached
Click Add extra trigger if the email should be sent on several events.
The Files tab
Click Add to attach a file uploaded under File attachments.
The Email sent tab
Here you can see when the email was sent, whether it was a reminder, and who it was sent to.
File attachments
If you have many files, you can upload them all at once. Go to System setup > Fleet management and click Go to page under File attachments.
1. Click Create.
2. Name the file attachment (max. 50 characters).
3. Drag the file into the field, or upload it from your computer.
4. Click Save.