The Greenlight CM™ Expiration Email Alert feature enables you to set up a process where Greenlight systematically sends out an email warning vendors that their insurance is about to expire within a certain period of time and a new insurance certificate is required.
Creating Expiring Email Templates
Expiring Email templates that the system uses when sending out automated email alerts must be created.
1.From the ribbon toolbar, click Greenlight.
2.Click Manage Greenlight.
The main screen displays with the Users tab active:
3.Click the Email Templates tab.
The following screen displays:
4.Click Add.
The screen Configuration section is now blank so you can add your new template information.
5.In the Template field, enter the name of new template. For example: Expiring Insurance 30 Days
6.In the Type field, keep General from the dropdown list. This is the default.
7.In the Sender field, identifies the email address that is used. Leave this field blank to default to your system configuration email that is already set up.
8.Click the Active check box.
9.If the Automatically Add Prime Vendor Contacts check box is selected on an email template and that email template is used to generate an email for a tier vendor, the prime vendor's contacts with the same roles used to pull the tier's contacts is added to the To, CC or BCC lines as appropriate.
If the Automatically Add Prime Vendor Contacts check box is not selected on an email template and that email template is used to generate an email for a tier vendor, only the tier vendor's contacts are added to the To, CC or BCC lines as appropriate.
10. In the Recipients grid, in the Role column, select those roles who receives this email.
11. In the Recipients grid, in the Send column, select from the field dropdown to determine how you want to send the email to each recipient.
12. In the Subject field, enter the subject of the email.
13. In the Body field, type the email text.
14. Compliance reports can be added to the email template to detail which insurance policies are about to expire. In the Reports grid, click the associated plus button to access the Attach Reports to Email dialog.
15. Locate the Expiring Policies report to attach to the email template and click the corresponding Select check box.
16. Click Select.
The completed Expiration Email template resembles the following:
17. Click Save.
Configuring the Report Parameter
Once the template is saved, you need to configure the report parameters. If you do not adjust the report parameters, the report includes every subcontractor whose insurance is about to expire.
1.In the Report grid, click the report launch icon.
The Greenlight Report Launch dialog displays:
2.In the Parameter column, RunOption entry, change the associated Value field to 4 (By GreenlightID).
3.Click the Report Default Values icon associated with now Greenlight ID parameter (was Company Number).
4.Click to highlight Current GreenLight Name column entry.
5.Click Select.
The Greenlight Report Launch dialog redisplays.
6.In the Number Days Warning parameter, enter 30. (This is the number of days, based on your company or project's requirement, that you need to notify a vendor of pending insurance expiration)in the associated Value column field.
7.In the Filter Option parameter, change the Value column entry to 1.
8.In the Approve Only parameter, change the Value column entry to 1.
9.Click Save.
Creating the Expiring Email Service
The Automated Expiring Email Service is designed to send out automated email notifications to the vendors, warning them that they need to send in their new insurance information.
You have the option to send out multiple automated warnings to vendors.
See the Job Poll for details. Click here for details.
See Expiring Vendor Insurance Certificates Dashboard. Click here for details.