Action Items can send notifications upon each Step change automatically. What notifications are sent, and to what users, is determined by how the Action Step is set up. You can modify this under Settings > Action Types/Steps. From here, expand out the Action Item you wish to modify and find the Step in question from the list.
There are two important settings here:
The Send To selection determines what users will receive notifications from that Action Item. This can be set to any role and will send the Action Step to applicable users of that role. For example, if you choose the Homeowner role, the Step will send to the Homeowner assigned to that Action Item. If you choose a Manager role, it will send to all Managers with responsibilities tied to that Action Item's assigned association.
If you wish to modify the Send To selection, simply hit the Edit button and it will become editable.
Next to the Send To is the Reply To field-- this defines which role within your organization will be receiving responses to these alerts.
If you click on the Rules button on the Action Step, you will expand the Edit Rules popup. From here you can choose what type(s) of notifications are sent out by the Action Step. There are a number of options you can choose:
(General User Preference) - The default notification method. This will look at the user's notification preferences and send in the way that is chosen: by email, text, though the app, or by paper. If the user has multiple notification methods chosen, this will send through all of them. Additionally, if the user's communication preference is not set to email, text, or app, this will default them to paper regardless of setting.
No Notifications - This Action Step will not notify the Send To user(s). Note that these users can still see the Action Item under pages such as My Action Items.
Paper - The Action Step will send a physical letter to its user(s). This letter will go to the Mailroom > Print Queue page to be printed. Note: this requires there to be at least one attachment on the Action Step.
Email - The Action Step will send an email to its user(s). If the user does not have an email set to send to, no notifications will be sent.
Electronic (General User Preference) - The Action Step will send a notification to the user electronically, in whatever way(s) they have selected: by email, text, or through the app. If none of these are selected, it will default to email.
Paper and Electronic - Similarly to above, this will attempt to notify the user electronically but will also always send a notification by paper as well.
(Billing User Preference) - Only available for sending to Homeowners. The Action Step will send notifications based on the account's Billing User Preference. There is also an additional safeguard: if the Action Step has no attachments and thus cannot generate a letter, but the preference is set to paper, it will default to an email notification.
Electronic (Billing User Preference) - Only available for sending to Homeowners. The Action Step will send an electronic notification depending on the account's Billing User Preference. If their preference is for paper, they will receive an email.
Once you have your Notifications set, you will need to select what to actually send. If you click on the menu expanding icon on the Action Step, you will be able to set up several categories of things to send to the Action Step's user(s).
NOTE: In order to successfully send a Paper notification from the Action Step, you must have at least one of these attachments selected or attach something to the Action Step manually. Otherwise there will be nothing to print.
If you send an Email notification, the attachments selected here will appear as attachments to the send email.
Letter - Select one or more letters you have set up under Settings > Letter Templates.
Email - Set up the email as you want it to be sent from this Action Step. If this is empty and the Action Step sends an email it will send a default email with minimal information.
Reports - Select one or more Reports, either from the regular Reports module or from your Custom Reports.
Documents - Select documents uploaded to the Association > Documents page. You can also set the Action Step to export documents to that page for other uses.