What this does: Email alerts send automatic notifications when something in your Trakref account needs attention — a leak threshold is exceeded, an inspection is coming due, a repair deadline is approaching, and so on. You control which email addresses receive which alerts, and you can add, change, copy, or remove them at any time.
Before you start: You need the email address that should receive the alerts, and you need to know which alerts to turn on. Managing email alerts is done from Account Details, so your user must have access to that area. This guide covers the desktop (web) experience.
Managing Email Alerts
Step 1. Open the account menu. Log in to Trakref, then select the three dots in the top right corner of the screen and choose Account Details.
The three-dot menu in the top right corner — select Account Details.
Step 2. Open Manage your email alerts. On the Account Details page, select the Manage your email alerts tile.
Account Details — the Manage your email alerts tile.
Step 3. Review the alerts already set up. The Manage Email Alerts page lists every email address currently receiving alerts, along with the region and the alerts assigned to it. Each row has three icons on the right:
- Pencil — edit the alerts for that email address.
- Copy — duplicate that set of alerts to a different email address.
- Trash can — remove that email address and all of its alerts.
Manage Email Alerts — one row per email address, with edit, duplicate, and delete icons on the right.
Create a new email alert
Step 4. Select Create New Email Alert. The button is in the top right corner of the Manage Email Alerts page.
Step 5. Enter the email address. Type the address that should receive the notifications in the Email Address field.
Create Email Alert — enter the email address, then open Select Alerts.
Step 6. Choose the alerts. Select the Select Alerts dropdown and check every alert this address should receive. Alerts are grouped by region, and you can use Filter by region to narrow a long list.
Select Alerts — check each alert you want; use Filter by region to narrow the list.
Step 7. Select Create Email Alert. The new address appears in the list with the alerts you checked.
Tip: Each email address can appear only once. If the address is already in the list, edit the existing row instead of creating a second one.
Edit an existing email alert
Step 8. Select the pencil icon. Find the email address in the list and select Edit Alert (the pencil icon) at the right end of its row.
Row icons at the right end of each row — edit (pencil), duplicate (copy), and delete (trash can).
Step 9. Change the alerts. In the Edit Email Alert window, open Select Alerts and check or uncheck alerts as needed. You can also correct the email address here.
Edit Email Alert — the address and its current alerts.
Checked alerts are already assigned; uncheck one to stop those notifications.
Step 10. Select Edit Email Alert. Your changes are saved and the row updates in the list.
Duplicate alerts for another user
If several people should receive the same set of alerts, set the first person up and then copy that setup instead of rebuilding it each time.
Step 11. Select the copy icon. On the row you want to copy, select Duplicate Alert (the copy icon).
Step 12. Enter the other email address. The alerts are already filled in. Replace the address with the new person's email address.
Duplicate Email Alert — the alerts carry over; change the email address.
Step 13. Select Duplicate Email Alert. The new address now receives the same alerts as the original.
Remove an email alert
Step 14. To remove everything for one email address, select the trash can icon on that row. This removes the email address and all of the alerts assigned to it.
Step 15. To remove only some notifications, select the pencil icon instead and uncheck the individual alerts you no longer want, then select Edit Email Alert. The address stays in the list and keeps its remaining alerts.
Troubleshooting
- “This email address is already in use. Please update the associated alert for this email address.” The address already has a row in the list. Close the window, find that address, and select the pencil icon to edit its alerts instead of creating a new entry.
The message shown when the email address already has alerts set up.
- The alert you need isn't in the list. Alerts are grouped by region. Clear the Filter by region box, or scroll the list — the same alert can appear under more than one region.
- Someone isn't receiving alerts. Confirm the address is spelled correctly in the list, confirm the specific alert is checked for the right region, and ask the recipient to check their spam or junk folder.
- You don't see Account Details. Your user may not have permission to manage account settings. Ask a system manager on your account, or contact Trakref Support.