This article explains how to create automatic messages using the Automated Message Settings (AMS). This feature automatically sends a message to your customer when an invoice is created. In the message, your city or town can include a link to the Community Development Citizen Portal, which allows people to pay their invoice online. The system creates the invoice, and a link to it is also added to the fees tab of its record. However, the message does not send the invoice as an attachment.
Note:
Emails from the system are sent from [email protected]. Please note that this setting cannot be changed, and the emails do not come from your municipality's address or a staff member. To help the public identify your city or town, include its name in the email subject line.
Feature Requirements
To use this feature, you must have an active CivicPlus Payments subscription. CivicPlus Payments connects your system to a Payment Gateway approved by CivicPlus. This feature lets people pay invoices online through the Community Development Citizen Portal. To use it, your subscription must include CivicPlus Payments. This add-on must be active. Without CivicPlus Payments, users cannot access the portal or pay invoices online.
If your system does not include CivicPlus Payments, reach out to your Customer Success Manager for assistance.
Configuration Requirements
System administrators need to do more than just get an active CivicPlus Payments subscription. They must also make sure the correct configuration settings are turned on. These settings include CivicPlus Payments credentials and the 'portal payments' checkbox found in the portal configuration. All these settings must be properly enabled and match the feature's requirements. If these configurations are not correct, the feature may not work as intended. It will then only send an email when an invoice is created. The public will not be able to pay online.
Create an Automated Message
Sign in to your site
Go to Admin Tools, expand Organizational Settings, and select Automated Message Settings:
Select the dropdown for Saved Automated Message Settings, and then click on Add New AMS:
Fill in all required information:
Internal Name: Enter a name for the automated message. This name is for internal use only and helps you identify the message later
Active: Check this box when you are finished editing your AMS
Send Trigger: This is the event that activates the automated message. Select "Invoice Created"; it will be the only option
Recipients: This field controls who gets the message. It will send the message to the billing contact. Select "Bill To"; it will be the only option
Title: Enter the subject line for the email. This is what the recipient will see in their inbox
Use RECORD_ID to show where the invoice number should appear in the email subject line. If the title does not include record_id, the system will not add the invoice number
Custom Message: Use this field to add your message. We suggest you include your city or town's name here. Also, explain why the public received this email. It's important to remember that people must go to the Community Development Portal to pay their invoice. They need to log in, find their bill, and pay it online
Note:
The gray fields are filled in automatically when the system sends the message after an invoice is created. You do not need to enter anything in these fields when setting up your message. Category Type and Category Subtype/Use Fields are not currently in use and may not be edited.
Enter your email address to test how the automated message will appear. Click TEST to send a preview to yourself. This step is optional:
Click the Save button:
This is how your Automated Message Setting will look after it's saved and active:
