Equipment Inspection Complete: Internal Notification

Purpose

The Equipment Inspection Complete notification is an internal email notification. Aspire sends it when a crew leader completes an equipment inspection in Aspire Mobile and the inspection record is marked complete. Use it to alert managers, mechanics, and operations staff that a piece of equipment passed, failed, needs attention, or is out of service so they can act on the result.

Note: This notification type is email only and internal only. You can't send it as an SMS message, and you can't send it to customers.

Before you begin

Before you set up an Equipment Inspection Complete notification, confirm that you have:

The Manage Notification Settings permission enabled for your user role at either the system or branch level.
Equipment inspection types and inspection categories configured. See Using Equipment Inspection Reports.
Contact records set up to receive notifications. See Email and SMS Notification Overview.

Things to know

Trigger types

Select the inspection outcome that sends the notification. The trigger types for this notification type are:

Equipment Inspection Out of Service
Equipment Inspection Failed
Equipment Inspection Warning
Equipment Inspection Passed

Who receives the notification

To receive this notification, a recipient's Contact Type must be set to Employee. They must also be assigned as the Route Manager, Branch Manager, or Equipment Manager.

Note: Recipients must also be opted in to receive notifications on their contact record.

Notification fields

The table below describes each field on the New Notification (Email) screen when the Notification Type is Equipment Inspection Complete (internal).

The New Notification (Email) screen with a Notification Type of Equipment Inspection Complete (Internal) selected.

Field	Description
Active	Turn the notification on or off.
Notification Name	Enter a name that helps you classify and identify the notification internally. Example: St Louis - Mowers - Failed Inspection
Branch	Select the branch or branches that use this notification. You only see branches you have access to.
Division	Select the division that applies to the notification.
Notification Type	Select Equipment Inspection Complete (internal).
Trigger Type	Select the inspection outcome that sends the notification, based on your company or branch workflow. Equipment Inspection Out of Service Equipment Inspection Failed Equipment Inspection Warning Equipment Inspection Passed
Delivery Time	Select when Aspire sends the notification. Immediately Digest Daily Digest Weekly
Recipient(s)	Designate which employees receive the notification. Select one or more of the following recipient types: Route Manager Branch Manager Equipment Manager A recipient's Contact Type must be set to Employee, and they must be assigned to the selected role to receive the notification. Recipients must also be opted in to receive notifications on their contact record.
Email Subject	Enter the subject line for the email. You can add tokens to the subject line.
Email Header	Enter the greeting and introduction for the email.
Email Body	Enter the main content of the email. This is a repeating section that often contains tokens describing the inspection result. To add a token, select the Search icon.
Email Footer	Enter the closing paragraph and signature for the email.
Test	Select Test to send a test email so you can preview the message before recipients receive it.
Save	Save a new notification or an update to an existing notification.
More Actions (...)	Select the three-dot (...) in the upper right, then select Copy to clone the notification and use it as the starting point for a new one.

Create the notification

Go to Administration > Notifications > Manage Notifications.
From the New menu, select Add Email Notification. The New Notification (Email) screen opens.
In the Notification Name field, enter a name for internal reference.
From the Branch menu, select the branches where this notification applies.
For Notification Type, select Equipment Inspection Complete (internal).
For Trigger Type, select the inspection outcome that sends the notification.
For Delivery Time, select when Aspire sends the notification.
Complete the Email Subject, Email Header, Email Body, and Email Footer fields.
Select Save.

Test the notification

Send a test message to make sure your tokens and wording display correctly before recipients receive their first notification.

New Notification (Email) configuration screen with a red callout box highlighting the blue TEST button in the upper-right corner.

From the template screen, select Test in the upper right.
In the Test Recipient field, enter your email address.
Select Send Email.
Review the test email, which is sent from notifications@youraspire.com, and make any changes you need.
Select Save.

Copy a notification

You can copy an existing notification to use as the starting point for a new one. For example, a system administrator can create a main template, and branch managers can copy it to create branch-specific notifications.

Go to the notification you want to copy.
From the three-dot menu (...) in the upper right, select Copy.
Update the copy with the wording you need, then select Save.