Email

There are currently 4 different kinds of documents you can email using the Backflow software: tests, surveys, notices and invoices. All clients can currently email tests and surveys. Emailing notices and invoices requires activation in the backflow software by our support team. Before activating this option, it is important to make sure that emails sent to the email addresses on record for your facility contacts will not bounce. Please reach out to support if you are ready to have this feature enabled. 

Adding Email Addresses:

To email documents to a facility, you need a Contact in the Facility Contacts grid. This Contact must have a valid Email and the desired Email Notification Choices. These Email Notification Choices designate the types of reports to email to the contact. Currently, there are four Email Notification Choices that are implemented: Tests, Surveys, Notices, and Invoices. Appointments will be implemented in the future. For example: If you want to email a Test Report, you need a Facility Contact, with an Email, and the Email Notification Choice of Test. To add an Email and Email Notification Choices you need to add a Facility Contact or Edit a Facility Contact.

Adding a Contact with Email:

1. To add a contact first navigate to the control panel and select the facility you would like to update.

2. Click on "Add" under the Facility Contacts section within the Facility tab.

3. Enter the contact's details including name, title, phone number, and email address (highlighted below in Red). The user also has the option to check primary contact ((highlighted below in Green) Please note that there should be one primary contact per facility and that is contact person that all notices and invoices are addressed to((highlighted below in Yellow).

4. Currently there are four email options, and they are tests, surveys, notices, and invoices. If you would like to receive email for any of the reports such as tests or surveys, you can check boxes under “Email Notification Options” for your specific needs.  

5. Once completed, remember to save your changes.

6. To view Email Notification choices for any contact, you can add “Email Notification Choices” column into the Facility Contacts grid.

Editing a Contact with Email:

1. To update a contact, locate and select the corresponding entry in the Facility Contacts section.

2. Click on "Edit" to make any necessary modifications.

3. Save your changes once you've finished updating the contact information.

Emailing Tests and Surveys:

1. Access the Survey section under the Facility tab.

2. If you would like to email Test then access the Test section from the Hazard tab.

3. Choose the desired survey or test. For example, highlighted one below in Red.

4. Click on either "Email Survey Report" or "Email Test Report" depending on the type of work being emailed.

5. A confirmation message indicating that the email is queued to send will appear.

Emailing Notices and Invoices:

1. If the email invoice and notice option has been activated by our support team, select the respective checkboxes(Notice/Invoices) under Facility Contacts.

2. Completed notices and invoices will be listed in the notice and invoices queue.

3. Choose the relevant invoice or notice from the queue and click on "Process Invoices" or "Process Notices".

4. Select the invoices or notices to email/print and click on "Email/Print Invoices". If this facility has a contact, with an email address, for this Email Notification Choice (Notice or Invoice), the “Has Email Address” column will contain a Yes, and a confirmation pop-up will appear stating "Email is Queued to Send". Otherwise, the report will be printed.

5. If you would like to Re-Process Notice please follow the same step as Notice/ Invoice Process. Re-processing invoices or notices from the Notice or Invoice History will trigger a new email to be queued for sending If that facility has a contact, with an email address, for this Email Notification Choice (Notice or Invoice), the “Has Email Address” column will contain a Yes. If no email address is associated with the facility contact, the report will be printed.

Email Delivery Issues:

In case of email delivery issues such as bounced emails, manual unsubscribes, or recipient complaints, the respective email address will be removed from the facility contacts and added to an Email No List. Addresses on this list cannot be used for email communication within the Backflow software. If you think an address is on this list in error, contact support.  

Email History:

The Email History section provides a comprehensive record of all sent emails, including the date sent, facility name, resolution date, email results, recipient email address, and email contents. Please note that the Email Results will be updated after the email is sent and the software needs to be reloaded to see the updated Email Result. An image of the Email History screen is included below for reference.