How to set up email reminders for expiring leases

Learn how to set up automatic email reminders for expiring leases to help streamline your lease management tasks and ensure timely renewals.

To send emails about expiring leases, complete a few setup steps.

If it's not already configured, set up emails in your environment. To do this, type Set Up Email in the search bar and select the corresponding option. A window will open. Then click Next.

In the next step, select the Current User option. Emails will be sent using the email address associated with the account.

If the information is correct, select Next and then Finish. You have just set up an email for your environment.

Next, enable the emailing feature for leases.
Navigate to the Lease Setup page. Under the System Feature Configuration tab, locate Other Features. Enable the Use Reminders on Extension/Termination Options setting. Also, specify a value in the Default Reminder Time Before Expiration field to define when the reminder should be sent.

On the Lease Setup page, under the Default Values tab, you can also provide your own template in the Generic Email Body Template field or select a built-in layout provided by our solution.

After configuring the Lease Setup page, you can choose which lease categories should receive reminders. Go to the Lease Categories page and check the boxes next to the categories for which you want to receive email notifications.

Now, set up a User Email Group. First, navigate to the User Email Groups page and select New.

In the new User Email Group Card that opened, fill in:

  • Group Code
  • Description 
  • User Email Group Lines. 

Fill in your desired values in the code and description fields. Fill in the new Group Code for the lines, then select a user in the User Name column. When a user is selected, the E-mail column will fill in automatically from the Users table, from the Contact Email. In the Add to CC column, you can select if the specified user will be a primary receiver or CC. Here is an example of what User Email Group can look like:

You can also specify additional notices in the lease card. Here is also where the default reminder will be created after creating or modifying the terms of leases.

Navigate to the lease card for which you would like to receive information. Under the Renewal and Termination Options, you can provide information about what kind of reminder you would like to send. You can either provide a Notice Period or Notice Due Date. Also, select the Notify option and Email group code.

 

After all the setups, one last step is to configure the Job Queue to check every day if any reminders need to be sent. We have made this easier for you - upon installation or update, a Job Queue for “S4L Lease Options -Notify” will be created and applied to the first valid user. But it is a good idea to check it either way.

Navigate to the page Job Queue Entries. Here, you will find the Job mentioned for Code Unit “S4L Lease Options - Notify”.
 

If the Job Queue's status is not Ready, or the User ID glows red, press Restart. This can be done by a licensed user.