Over the years, we’ve received many requests from clients to be able to customize more of the automated email messages that policyIQ has available.  We’ve been working to make this possible in many areas of the product, and in version 7.2, we’ve added the ability to customize an automated, recurring reminder email on form bundles – with HMTL formatting and a recurring schedule!

That’s a lot to take in, so let’s break it down.

Automated Form Bundle Reminders

Let’s say you issue annual policy sign-offs in policyIQ.  (This examples works just as well with quarterly 302 certifications, monthly account reconciliations, or quarterly control self-assessments.)  Once the forms are issued, your job as the administrator of the process has just started.  Now you need to check on those forms regularly to see who hasn’t responded, and send out a reminder email.

Or do you?

With policyIQ version 7.2, you can set up a reminder email to go out automatically.  You create the email message when you issue the form bundle, and it does the rest.

Set your Recurring Schedule

Not only can you set up the reminder email to be sent automatically, but YOU set the schedule on which it recurs.  Do you want it to go out weekly?  Every two weeks?  Is Monday the best day to send it?  Thursday?  Should it go out every single day until the response is received?  You decide with a simple selection of recurring schedule and day(s) of the week.

But wait – there’s more!

HTML Formatting for a More Powerful Message

One reason many organizations choose to send emails from their local email client instead of policyIQ has been because of the bland nature of the plain text email.  Now you can format your message using HTML Formatting (just like you see in the Rich Text (HTML) Fields) – and help set the tone for the urgency of the message.

Change the Message or the Timing as Needed

Even better?  You can change the message or the timing of the message at any time.

So Let’s Recap:

• Automated emails so that you don’t have to babysit your form bundle responses
• Set up on the recurring schedule that works best for your organization and your process
• HTML formatted messages to make sure that the message hits home with the audience.
• Flexibility to change the message or the timing as needed!

If you have form bundles being issued in policyIQ, you are going to want to check this out right away.  Go to Form Management –> Form Templates –> [CATEGORY] –> Form Bundles.  You’ll see these options on the “Edit Form Bundle” window when you choose to edit the properties.

If you have any questions, don’t hesitate to contact us.  We look forward to learning more about how you are using the automated form bundle reminders.