Reviewing Data Before Sending Site Emails – Exxat

Whether you are sending a general email, a slot request, or a request for updated information, you want to make sure you’re reaching your intended audience!

There are 3 main sets of data you should review:

Ensure each Site has at least 1 associated Location
Ensure each Location has at least 1 associated Personnel
Ensure Personnel are set to receive emails

Reviewing Site + Location Associations

You can use the Site Details report to ensure each Site has at least 1 associated Location.
Select Sites from your dashboard or left menu.
Select Reports from the ribbon at the top of the page.
The report list will load. On your left panel, make sure you are on the Site Details report.
On the grid, find the Associated Locations column. This field will denote how many locations are associated with the Site. You want to ensure there are no zeros on this column.
To easily find any Sites without any associated locations, export the report.
Once exported, open the file, and sort the list by the Associated Locations column in ascending order. This will bring any sites without any associated locations to the top.
1. You can also deselect all other options except zero.

You can then go back into the system and add locations to any of the Sites you’d like to ensure get emails from your program.

Reviewing Location + Personnel Associations

You can use the Location Details report to ensure each Location has at least 1 associated personnel.
Select Sites from your dashboard or left menu.
Select Reports from the ribbon at the top of the page.
The report list will load. On your left panel, select Location Details.
On the grid, find the Associated Personnel column. This field will denote how many personnel are associated with the Location. You want to ensure there are no zeros on this list.
To easily filter and find any Locations without any associated personnel, export the report.
Once exported, open the file, and filter the list by the Personnel Name column in and select (Blanks). This will filter the report to only show you Locations without any associated personnel.
You can then go back into the system and add personnel to any of the Locations you’d like to ensure get emails from your program.

Reviewing Personnel Email Preferences

You can use the Personnel – Location Details report to review your personnel email preferences.
Select Sites from your dashboard or left menu.
Select Reports from the ribbon at the top of the page.
The report list will load. On your left panel, select Personnel – Location Details.
On the grid, find the Slot Request column. This field will denote whether each personnel is set to receive email communications from the system.
You can easily filter the report using the Slot Request > No filter option to find any personnel you need to update.
To change their email preferences, click on their name.
Select Association from the left panel.
A card will be displayed for each location they are associated with. Click on the pencil icon to make changes.
Update the field Include in Slot Request as needed and click Save.

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