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Automated Emails

Updated: Dec 30, 2022

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


The initial email currently comes from DataGrows but will show the name of the accountant assigned to the client, their email and the firm's name. If the client replies to the email, the email will be sent directly to the accountant assigned and DataGrows will not be ccd.


Please inform your clients that DataGrows is a trusted source and that they may respond to emails from DataGrows.


To set up 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


A list of the 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 support@mydatagrows.com 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.


Payroll


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 support@mydatagrows.com.


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

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