At the point of registration, where a valid email address exists an Acknowledgement letter email is issued automatically by Gov Notify and emailed to the customer. However, this manual workaround takes place when the email address is not valid. In this scenario any errors are logged on the GOV.UK Notify website requires manual intervention
To check that the emails have been successful, please check the http://Gov.Uk Notify dashboard and where there is a failure follow the process below. This will be picked up by the odd jobs person on day 2.
Log into the Gov.uk Notify website
The following dashboard will be displayed showing the number of Acknowledgement letters emails which the system has sent out successfully:
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Errors will be highlighted in the green boxe. Usually they show “No failures”. However, when boxes. When a failure has occurred, the box will show an error message formatted like the example below:
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a. Note that the dashboard information will only update overnight, so is not “live” and the actual number of sent emails and errors may differ from what’s displayed.
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Press on the “3 “8 failed – 1.0%” 8%” link and the dashboard below is displayed:
the screen shows that 4 8 acknowledgment emails failed to be delivered to customers
3 4 due to the email address not existing
1 4 due to bouncing back from the email address to which it was sent
Note the dashboard view will also show all failures from for the previous days, and not necessarily in date order
Please check the date before sending out a manual acknowledgment letter, letters should only be sent out for the previous day’s work.
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7 days
There may be a discrepancy between the figures showing in the top level green banner (as this is only refreshed once a day) and “Emails” dashboard (shown below) as this updates regularly throughout the day.
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Please click on “Download this report (CSV)”
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There are several ways of correcting the problem using the “Amend a minute” section, which will be detailed below.
If there was a spelling mistake in the email address which caused it to bounce, you can simply amend the email address and have the system send out another email to the correct address. To do this:
Go to the Amendment section of the registration application
Pull up the details of the minute number that needs to be amended
On the review screen, click “Change” in the customer email row to amend the customer email address
Correct the customer email address and click “Continue”
Save your amendment and on the generate documents screen, select “Acknowledgment”, then click the “Generate” button.
The system will now generate a new acknowledgment email which will be sent to the customer automatically
If the email address does not exist or is wrong for any other reason that cannot be corrected, a paper acknowledgment letter will have to be created. To do this:
Go to the Amendment section of the registration application
Pull up the details of the minute number that needs to be amended
On the review screen, click “Change” in the customer email row to remove the customer email address
Save your amendment and on the generate documents screen, select “Acknowledgment”, then click the “Generate” button.
The system will now create a PDF of the acknowledgment letter and save it to your download folder
Open the PDF and print the acknowledgment letter, which can then be sent to the customerPlease check errors from the previous working day only
If the email was entered incorrectly:
Go to RoD Webapp homepage
Select the “Amend a minute” journey and update the email address field
Select Acknowledgement to send an Acknowledgment email to the customer.
If the email address is not correct:
Go to RoD Webapp homepage
Select “Amend a minute” journey and delete the email address
Once the amendment has been saved, select Acknowledgment to create a manual letter
Post manual letter to the customer.
All fixes should be logged and shared with the TL’s for audit purposes showing what action was taken to rectify the error.
link, to view a spreadsheet of failures.