Reminders
What Vigilo sends to your third parties on your behalf: the sending state, the reminder calendar, the next sends, the latest messages and their text.
State and counters
The banner says whether automatic reminders are on, the sending days and time (each recipient's time, within 30 minutes). When off, no reminder, rejection notice or acknowledgement is sent. “Settings” (owners and administrators) opens Settings › Automatic reminders. The counters: due within 7 days, sent and failed over 30 days, requirements with no recipient (no reachable contact) and reminders used up (every reminder has gone out, nothing was submitted); a click opens the matching list.
Fields and buttons
- Settings
- Owners and administrators: turn reminders on, sending days and time.
- Due within 7 days
- Automatic reminders planned in the next 7 days.
- Sent (30 days)
- Reminder emails sent over the last 30 days.
- Failed (30 days)
- Emails refused by the recipient's mail server (wrong address, full mailbox): correct the contact.
- No recipient
- Requirements with no reachable contact: nothing goes out.
- Reminders used up
- Every planned reminder went out without an upload: call the third party.
Reminder calendar
Two calendars: documents (certificates, insurance…) and periodic inspections, applied to each requirement addressed to a third party. A recipient gets at most one email a day, grouping all their requests. Firmness: Gentle, Standard or Firm. Before the due date, the first reminder asks for the document, the next ones remind; optionally on the due day; after the due date, one reminder every N days while nothing is submitted, up to the maximum, then the requirement is listed under “Reminders used up”. Each step has its message and, if chosen, the owner in copy. Owners and administrators edit the calendar (“Back to default” restores it); a type can have its own (type page, “Reminder firmness”).
Fields and buttons
- Documents (certificates, insurance…)
- The schedule for documents third parties provide.
- Periodic inspections
- The schedule for inspections of a site or equipment entrusted to a third party.
- Firmness
- Gentle: few emails, two overdue reminders. Standard: the default. Firm: earlier, reminders closer together, owner in copy, final notice.
- Before the due date
- Days before the due date when reminders go out; the first asks for the document, the next ones remind.
- Also remind on the due date
- One more reminder on the due date itself.
- After the due date
- Overdue reminders, as long as nothing is uploaded.
- Overdue: repeat every (days)
- Interval between two overdue reminders.
- Max overdue reminders
- Once this number is reached, nothing more is sent: the requirement is listed under “Reminders used up”.
- Message and copy for each step
- For each step, the message sent and the copy to the owner.
- Copy to the owner
- The requirement's owner receives this step's email in copy.
- Back to default
- Restores Vigilo's schedule for this category.
Next reminders and latest messages
“Next reminders” lists the next 30 automatic sends, in order. “Latest messages” shows the last 50 emails sent to third parties, with their state (queued, sent, failed); the proof of sending is kept. A click opens the requirement, where you pause or resume its reminders and remind right away; the bulk action of the requirements list does the same for several.
Fields and buttons
- Next reminders
- The next 30 automatic sendings; a click opens the requirement.
- Latest messages
- The last 50 emails sent to third parties, with their state (queued, sent, failed).
Message preview
See each message as the third party receives it, in each language and for each compliance type; “Send me a test” sends it to your address. Owners and administrators adapt the subject and the introduction (empty: Vigilo text; variables listed under the field); each save creates a version, “Restore the Vigilo text” goes back to the original. Not shown to viewers.
Fields and buttons
- Compliance type
- The message with the documents requested for this type.
- Language
- The message in a third party's language.
- Message
- The step to show: first request, reminder, overdue, final notice…
- Send me a test
- Sends the message to your address, as the third party will receive it.
- Subject
- Owners and administrators: your subject; empty, Vigilo's text. The variables are listed under the field.
- Introduction
- Your first paragraph; each save creates a version.
- Restore the Vigilo text
- Back to Vigilo's original text.