Collection automations

Collection runs three scheduled jobs and writes its e-mails from fourteen templates. Every automatic e-mail comes from an alert rule or from the weekly digest of Collection settings: without them, the app writes to nobody by itself. Each e-mail goes to one reader, in their language, to the address on their contact.

The jobs are active once the app is installed, and off on a test copy of the database. An administrator stops or starts them in the scheduled actions of the technical menu (Developer mode and the technical menus).

Scheduled jobs

Auto Installment Payment Reminders

• When: once a day.
• What it does: for each Due Date rule, sends Collections: Installment Due (Debtor) and (Owner) about the unpaid installments of contracts Under Collection due that many days ahead or ago. Each goes once per installment and due date; a missed day is caught up within seven days.
• How to stop it: delete the Due Date rules, or stop the job.

Auto Installment State Changer

• When: once a day.
• What it does: flags the unpaid installments past their due date as late. The Late ribbon and the Overdue filter read the due date directly, so they show whether the job has run or not.
• How to stop it: stop the job; nothing you see changes.

Collection: Weekly Due Digest

• When: every Sunday at 08:00, server time (UTC).
• What it does: when Weekly Due Digest is ticked, e-mails Collections: Weekly Due Digest Notify to each contact of Send To: the total unpaid on contracts Under Collection, then one line per debtor and contract. When Weekly Due Digest (WhatsApp) is ticked, it sends the WhatsApp digest to its own list, whether the e-mail digest is on or not.
• How to stop it: clear Weekly Due Digest and Weekly Due Digest (WhatsApp), or stop the job.

Templates sent by the alert rules

Each one stops when its row is deleted in Collection settings.

• Collections: Approvals Request (Debtor) and (Owner): when a contract is created or set back to To Approve and a To Approve row exists, or when one party signs and a Signature Approval row matches. They give the party their own signing link and attach the contract PDF, Collection Report.
• Collections: Under Collection Notify, Contract Collected Notify and Contract Cancelled Notify: when the contract reaches that status and a Contract Status row exists for it.
• Collections: Installment Partially Paid Notify and Installment Fully Paid Notify: when an installment becomes Partial Paid or Paid and an Installment Status row exists, unless the contract is cancelled.
• Collections: Installment Due (Debtor) and (Owner): from the reminders job above, as Installments and reminders describes.

Templates sent by hand

Nothing leaves until someone clicks Send in the e-mail that Send to Debtor or Send to Owner opens.

• Collections: Payment Receipt Notify, from a Paid payment: Register a payment.
• Collections: Discount Offer (Debtor), (Owner) and Discount Approved Notify, from a discount, the offer before approval and the notice after: Offer a discount.
• The two Installment Due templates, from a Scheduled installment.

When a contract is created

• When: a contract is created with someone in Assigned To.
• What it does: schedules a to-do for that person, due the same day, such as "DCC00001: Please review the above collection request.", in the language of whoever created it.
• How to stop it: it cannot be switched off; mark the activity done (Activities).