Automated Message Settings allow administrators to create automatic emails. These emails are sent when an invoice is created. This guide walks you through how to create a new Automated Message Setting. It is used for invoice-created notifications.
Who can use this feature?
System Administrators | Container Administrators
Important Note:
If you do not have Container Administrator permissions in your system, you will not be able to complete the tasks in this guide. Please contact your administrator for assistance.
Automated Message Settings Overview
Automated Message Settings, or AMS, are used to send an automatic email when an invoice is created in Community Development. The email is sent to the billing contact.
The automated message can include a custom subject line and message body. It can explain why the recipient is receiving the email. It can also direct them to the Community Development Portal to pay their invoice online.
Invoice Payment Information
When an invoice is created, the system creates the invoice and adds a link to it on the Fees tab of the associated record. The automated message does not send the invoice as an attachment. The recipient must sign in to the Community Development Portal, locate their bill, and complete payment online.
Feature Requirements
An active CivicPlus Payments subscription is required to use Automated Message Settings for invoice-created notifications. CivicPlus Payments must be connected to a CivicPlus-approved Payment Gateway. This allows customers to pay invoices online through the Community Development Portal.
If your system does not include CivicPlus Payments, reach out to your Customer Success Manager for assistance.
Configuration Requirements
Before using Automated Message Settings, confirm that the required payment and portal configuration settings are enabled.
If these settings are not configured correctly, the automated message may still be sent when an invoice is created. However, the recipient may not be able to pay the invoice online through the Community Development Portal.
Sender Email Address
Automated Message Setting emails are sent from noreply@civicplus.com. This sender address cannot be changed, and emails will not come from your organization’s email address or a staff member’s email address.
To help the public identify your city, town, or organization, include the name in the email subject line and custom message.
Create a New Automated Message
An Automated Message Setting sends a notification to the billing contact when an invoice is created. This helps customers know that an invoice is available. It also directs them to the Community Development Portal, where they can view and pay their bill online.
Before you begin, think about what the recipient needs to know when they receive the email. Consider who the message is from, why they are receiving it, and what action they should take next. This will help you create a clear subject line and custom message.
Note:
For a tutorial and written instructions, review the article Automated Message Settings.
Knowledge Check
This Knowledge Check includes 5 questions based on this article. Select the arrow next to each question to reveal the answer. You can review the article at any time while completing the Knowledge Check.
Question 1: Where are Automated Message Settings located?
Answer: Automated Message Settings are located in Organizational Settings, which can be accessed from Admin Tools.
Question 2: What does an Automated Message Setting do?
Answer: An Automated Message Setting sends an automatic email when an invoice is created.
Question 3: When should the Active checkbox be selected?
Answer: Select the Active checkbox when the automated message is finished and ready to be used.
Question 4: What placeholder can be used to include the invoice number in the email subject line?
Answer: Use RECORD_ID to show where the invoice number should appear in the subject line.
Question 5: What happens if RECORD_ID is not included in the title?
Answer: If the title does not include RECORD_ID, the system will not add the invoice number to the subject line.