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Automated Emails

Updated: Aug 18

DataGrows can send Automated emails to your clients once you switch on the functionality and give the application permission to do so.

This post will cover the following:

1. Integration with Microsoft Office 365

2. Changing the text in an email

3. To Action Automated Emails

4. A list of the Automated emails

1. Integration with Microsoft Office 365

DataGrows now integrates with Microsoft Office 365.

Previously all automated emails were sent from but showed the name of the accountant assigned to the client at the bottom of the email. If the client replied to the email, the email would be sent directly to the accountant assigned and DataGrows would not be ccd. This new integration will change all of this.

Users can now link their Office 365 email to DataGrows so emails can be sent directly from their own email address.

In order to integrate successfully, the email address that you use to sign into DataGrows will need to be the same email that has the Microsoft Office 365 license.

To set up your integration, each accountant on your team will need to log in on their profile then:

  • Click on Settings in the bottom left corner.

  • Then click on Microsoft Integration.

  • And on the Allow Access button

  • Microsoft will then ask for your credentials to complete the integration.

  • Please ensure that the email address given here is the same email address you use to log into DataGrows otherwise, the integration will not be successful.

Once this is set up the 'Please send bank statements' email will be sent from your email instead of from

Step 2 will show you how to add your own custom text to this email.

Step 3 will explain how to action this email.

2. Changing the text in an email

The automated emails can be found in the Process table under Setup.

If you click on an email, you will see a field where you can change the email subject as well as add your own text.

*Please do not alter or delete any of the wording in square brackets shown below as this is used to pull through necessary information from your clients into the email.

3. To Action Automated Emails:

  • Go to the Client table

  • Ensure your client's main contact name and email is completed to make the email as personal as possible.

  • Check the 'Email from DG' checkbox for the clients you want to email from DataGrows.

  • Save

  • Next, go to Setup

  • Select the Process Table.

  • Click on any of the records to open it.

  • The Description field will explain what the email will do once you switch it on.

There are two ways to activate the Automated emails:

  1. Action the email instantly by selecting Process from the Action dropdown.

  2. Select a Schedule date for the email to be sent each month.

  • Once you have selected one of the above options click Save

You can also schedule the emails to repeat in a set interval by adding a number of days in the Schedule Repeat field.

An example can be for the 'Please send Bank Statements' email, if you set the system to repeat the email every week, an email will be sent out once a week asking the client to send their bank statements, until their bank statements have been marked as received in the accounting table.

4. A list of the Automated emails

Below is a list of our automated emails:

Request Bank Statements

This action will email the main client contact to Request the bank statements for the month.

This will be sent to all clients where:

  • "Bank Statements" in the Client table is marked as"Request Statement".

  • AND where the task in the Accounting table is not yet 'Completed' and the Statements Received column is not ticked.

Below is an example of the email

To send this email:

  • Go to the Client table

  • Click on a client record

  • Scroll down to Services

  • Make sure Accounting has been switched on

  • Select 'Request Bank Statements' for all clients that need to receive the email. (You can update this via the data upload function using an excel of your current client table. Contact to find out more)

  • You will see this detail pull through to a column in the Accounting task table where there is a checkbox called "Statements Received". Tick this checkbox if you have already received the bank statements for this period. The client will then not be emailed for this period. We will not email a client for a current month's accounting task - i.e., we will not request any June bank statements until June has ended.

  • Now go to the Process table in the Setup Department in your navigation.

  • Click on the 'Please send bank statements' record

  • Change the Action to Process or select a Schedule date for the email to schedule at a later date.

Provisional Tax Payment Reminder

This will send an email to your clients reminding them that their next Provisional Tax payment is due in the current month. Once the email is sent, the notes column in the Provisional Tax table will indicate `Reminder email sent & the date`.

VAT Returns

Will send an email to the Accountant assigned in the VAT Return Task table, to remind them of the VAT returns that are due and not yet marked as paid or completed.

EMP201 Returns

Will send an email to the Accountant in the EMP201 Task Table, reminding them of the EMP201 returns that are due and not yet marked as paid or completed.


This action will email the main client contact to request payroll changes for the current month. It will send 5 days before the task due date. It will only send where the Payroll task is not yet 'Completed' and the period is the current month.

If you have any trouble or concerns with the setup of this new feature, please email

Please send us your suggestions for other automated emails - we will gladly add them to the app!


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