You can create a contract expiration email workflow that automatically sends your email templates when all contract expiration conditions you specify are met. Before you can add an email workflow, you must add email templates and specify who they send to, in addition to the Kube defaults. For more information, see Adding an email template for email workflows.
You can create both operator and property email workflows. Operator workflows are used for all of your properties, and property workflows are only used at the property you create the workflow for. This article describes adding an operator email workflow, but the steps are almost identical for property workflows.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
To create a contract expiration email workflow
Select your Personal Profile in the top menu.
Select System Settings from the drop-down menu. The Operator Details screen appears.
Select Workflows in the side menu and select the Emails tab.
Click the Add button in the Operator Level Email Workflow section.
TIP: If you want to create an email workflow for a single property, click the Add button in the Property Level Email Workflow section.
In the General section, select Contract Expiration in the Category field.
TIP: If you are creating a property workflow, select the property the workflow is for in the Property field.
Complete the fields in the Action section. For field descriptions, see the Workflow Action Screen Reference at the end of this article.
NOTE: The conditions you select in the Action section fit together to form a complete sentence describing the workflow's behavior:
Send an email with the selected email template at [time] when the [Contract Expiration Date] is in [#] days and auto renew is [On/Off/All].
Click Save.
Workflow Action Screen Reference
Send an email with selected template | Select the email template that Kube uses when sending the email. Kube displays a read-only version of the selected template in the Template Preview section.
When you create an operator workflow, Kube only displays operator email templates in the drop-down menu. When you create a property workflow, Kube displays both operator and property templates from the property the workflow is for.
NOTE: You must add email templates before Kube populates the drop-down list. For more information, see Adding an email template for email workflows. |
At | Time that the email sends.
NOTE: For property workflows, Kube uses the selected property's time zone when sending emails. For operator workflows, Kube uses the time zone of the operator's internal company's primary property. |
When the | Kube automatically selects Contract Expiration Date. |
Is in | Enter the number of days before the contract expires that Kube should send the email. |
and auto renew is | Select whether Kube considers auto renew status when sending the email. Select All to have Kube send emails regardless of whether auto renew is on or off. |