Editable Notice Templates

Availability: This feature is available to Self-Service (software-only) hiring company clients.

Overview

You can now edit the content of the notices that BCS sends to your vendors and tenants for the first time. Whether a notice goes out manually or automatically through an automation, you can customize its subject line and body, add dynamic keywords that fill in the right details for each recipient, add attachments, and preview the result before it sends. You can also build your own templates to send manually.

Background: how notices work today

Notices are the emails BCS sends to your vendors and tenants. They can be sent manually, or, when automation is turned on, triggered automatically in a set cadence over a defined number of sequences.

Historically, you could not change the content of these emails. That is because a lot happens behind the scenes: dynamic terms such as the vendor's company name, deficiency details, and document links are populated into each notice automatically. That complexity is now handled in a way that lets you safely edit the surrounding content.

What's new

The notices tied to your automations are now visible and editable, and you can create entirely new templates of your own:

- Edit automation templates. The templates triggered by an automation can now be edited. The template currently in use by an automation is clearly marked. That in-use template cannot be deleted, but you can edit it.

- Create your own templates. Build new templates to trigger manually. They appear in the template dropdown when you send an email, alongside the core templates.

- Edit subject and body. Both the subject line and the body of a template are editable.

Using keywords (dynamic variables)

Keywords are variables you place in the subject or body. When the email goes out, each keyword is replaced with the real value for that recipient. For example, Company name populates the vendor's actual name, and Certificate name populates the assignment name, which in your account might be a job name, a lease name, or whatever you use to denote assignments. You can pull from a number of keywords, and each one includes a description so you know exactly what it will insert.

Previewing a notice

You can preview what the email will look like when it goes out, with the keywords filled in. Use the preview to confirm the content reads correctly before sending or enabling the automation.

Reverting to the core template

If you edit one of the core templates and decide you don't like your changes, you can revert back to the original core template at any time. These core templates are the ones used in the automation.

Adding attachments

You can add attachments to a notice. Each email can also include the dynamic template email that BCS generates, the one that mimics a certificate of insurance and populates what the requirements should look like.

Choosing recipients

On the third step at the bottom, select the contact that will automatically be added to the notice. The automation contact is typically the primary contact set up on the vendor or tenant record. The requested-by contact is the user on your end who created or set up that vendor or tenant in the system. You can add either of these as the primary recipient or as a CC recipient.

💡Tips

Always preview a template after editing to confirm keywords resolve as expected. Remember that the automation in-use template can be edited but not deleted. Use custom manual templates for one-off communications without affecting your automation cadence.