Email is one of the channels Verne uses to communicate. The primary purpose is to inform customers of the outcome of a specific process or to remind about an action that needs to be taken. Verne has an embedded ability to eliminate multiple emails being sent to the same recipient. It is called batch email functionality, it sends one email to a recipient with an optional attachment containing a list of affected entities instead of sending many single entity-specific emails to the same recipient. Batch requirements must be defined in the communication template.
Email communication settings
Email communication settings are captured in an email communication template that is predefined in Verne for every email. Below is the description of the most important settings and how communication manager interprets them:
| Setting | Description | Example |
|---|---|---|
| Recipients | Who is the audience for this email communication? Create and reference one or more recipients lists. | |
| Time setting | Time of the day when this communication must be sent out. There are three options: Any – communication can be sent at any time of the day. If no time is specified then communication instructions will be executed when received. Send after time: HH:MM – Specify the time of the day when the communications module should start executing email communication instructions. Send time window: HH:MM – HH:MM – Specify the time window of the day when the communications module should execute communication instructions. | |
| Working days only | If set to Yes and today is not a working day, then email communications will be executed on the next available working day. | |
| Single entity email (Optional) | An email template that can be used in the context of a single entity. The email will have entity variables used in the email body and email subject. | Email subject -<AR Year> Annual Return Due for <Entity Name> (First Reminder) Email body -The <AR Year> annual return is due to be filed by <AR Due Date> for <Entity Name> (<Entity Number>). |
| Multiple entities email (Optional) | An email template that can be used in the context of multiple entities. The requirements would be to send an email with a summary message and all details of the concerned entities included in the attachment. | Email subject -Reminder to file annual returns for multiple companies Email attachment(s) – CSV file with the list of companies Email body -The annual returns for the companies listed in the attachment are due to be filed by the end of <AR Month>. |
Email communication instructions
The business service that wants to send batch emails must form a batch and send it as an instruction to the communications module with the following information:
- Communication template code
- Entity domain type (e.g. company, business name, reserved name.)
- Entity unique ID
- Values for email message and attachment variables that are not entity level
Execution of email communication instructions
Step 1. Create communication records
Communication manager transforms email instructions into email communication records based on the communication templates at the time of execution to ensure that the most recent variable and recipients values are used. Email communication records include Email communication templates and Email communication instructions.
- Verne determines the communication records that are ready to be executed based on their time and working days settings.
- Verne retrieves values for all variables, including actual recipient email addresses and creates communication records.
- Creates one record for each unique combination of Communication template code, Recipient email address and Entity unique ID.
Step 2. Create email records from communication records.
- Verne determines what email template to use and whether batching of entities is required
- Verne creates email records
