Updates to email certificate prompt when uploading document functionality

Owned by Fiona Wilson, created
Last updated: Nov 29, 2023
2 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

Available from version 12.171

Configurable option for Enterprise customers
If already using this functionality and you require options 3 and/or 4 to be implemented, or you wish to request this functionality to be enabled, click here to contact Reapit Support

In version 12.145, a configuration option was introduced so that when uploading a certificate document, a prompt for it to be emailed to the relevant parties can be displayed - when choosing to email, the email message will then be addressed to the relevant parties (i.e. landlord and/or tenant) and the uploaded certificate attached

From version 12.171+, various updates have been made to this functionality and the configuration options available, as outlined in the table below

Functionality updates

1. Emails sent to first email address of each tenant and landlord

  • Emails are sent to the first email address of each tenant/landlord on the tenancy/landlord record, rather than just sending to the first contact of the tenant/landlord only (as done previously)

2. Email subject line updated

  • The subject line of the email has been updated to the format:
    <Certificate type> for <property address>
    For example: Electrical safety certificate for 1 Long Lane, London, SW1 1AA

3. Automatic emails (configuration required)

  • When a certificate has been uploaded, emails can be configured to be sent automatically
    If automatic send is not configured, emails will be created as draft and the user needs to manually send

4. Different templates can be used for each party, per certificate type (configuration required)

  • Different templates can be used for the tenant and landlord for the same certificate type
    For example: a specific landlord template and a specific tenant template could be used when uploading a gas certificate