How to set up report mailing lists

A mailing list decides who gets an email with a link to the report after each audit. The email includes the location, checklist, date, score and a link to the audit report. Mailing lists are set up in Management → Mailing lists; the section is available to administrators.

What you need

• company administrator rights;
• employees with email addresses in Management → Users;
• at least one checklist.

Step by step

1. Create a mailing list. In Management → Mailing lists, click Create mailing list, enter a name (at least 5 characters) and click Create.

2. The settings dialog opens. It appears right after creation. Later you can open it by clicking the name or via Actions → Configure.

   

3. Select checklists. In the Checklists block, tick the checklists to send reports for. At least one is required.

4. Select employees. In the Employees block, tick the recipients. At least one is required.

5. Select locations. In the Locations block, tick the locations. If nothing is selected, the mailing list covers all locations.

6. Set a threshold (optional). In the Send the report if the result is below field, enter a percentage if the list should only get audits below that score. 0 or empty means emails for any score.

7. Save. Click Save. Emails will start going out from the next audits.

Who gets the email

After each audit, the email goes to:

• the auditor who carried out the audit — always, no setup needed;
• the employees of every mailing list for this checklist whose Locations block includes the audited location or has nothing selected (all locations). Mailing lists limited to other locations don't get the email;
• if a mailing list has a Send the report if the result is below threshold, its employees get the email only when the score is below the threshold;
• the location email — if Send the report to the location email is turned on in the checklist settings and the location has a "Location email for reports". Mailing list thresholds don't affect this email.

If the same address is on several mailing lists (or belongs to the auditor), it receives the email only once.

Emails are sent in the company's report language.

The "Send the report if the result is below" field

The field works as a mailing list filter: if it's set to a value from 1 to 100, the employees on this list get the email only when the audit score is strictly below that value. For example, with 80 the email goes out for an audit scoring 79.5%, but not for one scoring 80% or 95%. 0 or empty means emails for any score. The threshold applies only to its own mailing list: the auditor and the location email always get the report.

The audit report shows the same value as the Target: "Target met" or "Passed, below target". If the score is below 70%, the report, like the audit log, shows "Audit failed". Learn more in How the audit score is calculated.

Editing and deleting

• To change the recipients, checklists or locations, open the mailing list and click Save.
• To delete a mailing list, choose Actions → Delete and confirm. The auditor will keep receiving reports on their own audits.

Frequently asked questions