Send Emails and Texts from Work Orders

It's easy to send emails and text messages to vendors, tenants, and owners directly from work orders and automatically create date and time-stamped records. Customizable message templates also save you time and ensures information includes your preferred messaging.

Using Templates

Adding Attachments

Reviewing Message History

FAQs

Learn more about Message templates

Sending Emails and Text Messages from Work Orders

Messages can be sent to vendors, tenants, and owners (pm clients) directly through work orders. PM Clients can even notify Maintenance Managers of updates by checking the Email Changes to Maintenance Manager at the bottom of the work order.

In your Rentec Direct account:

1. Access Work Orders
   1. On your Summary page, click on Open Work Orders or
   2. Click on Properties, then click on Work Orders
2. Double-click on the Work Order or click on the paper/pencil Edit icon
3. Click on Message

4. Hover over the Vendor, Tenant, or Owner and click on the email or text icon 

   Send Using will default to the selected method and can be changed by clicking on the preferred method

   Template - Messages will default as a Vendor, Tenant, or Owner template with related work order information

   1. Use the dropdown to select a different template or select None to enter a message without a template
   2. Click on the Edit icon to edit the template

   3. Click on +Add New to create a new message template

      

5. From - This information will default from your contact email address or affiliated text messaging number. To change the contact email address:
   1. Pro accounts visit Settings, Your Contact Info
   2. PM accounts can be updated in Users, on the Settings page

6. To will default to the email or cell number of the individual the message is being sent to 

   The Subject will default as Work Order, which you can modify by typing directly in the field

   Attachments -

   1. Click on Upload Files
   2. Click on Choose Files
      1. Use the filter to find an individual file quickly
      2. The Work Order box will be checked by default, displaying only files related to the work order. Uncheck the box to select from all files
      3. When you're finished adding files, click on Done to return to your message
   3. Check the Attach Work Order box to include a copy of the work order with the email. Unchecking the box will remove the work order. Work orders are automatically attached to emails sent to vendors.
   4. Click on the Attach Work Order dropdown to:
      1. Include Shared Notes
      2. Include Private Notes

      3. Preview Work Order Report before sending

         

         
         
7. If a template is selected, the body of the message will default to that information and can be modified using the toolbar and typing directly into the message. If no template was selected, a custom message can be entered here.
8. Click on Send Message  

Reviewing Message History

Your Rentec Direct software will automatically save a date and time-stamped copy of messages sent in the work orders Notes & History and Messaging history of the individual tenant, vendor, or owner.

To view the work order Notes & History in your Rentec Direct account:

1. Click on Properties
2. Click on Work Orders
3. Double-click on the work order
4. Scroll down to Notes & History
   1. Click on the link to open the note or email

To view a copy of the email in tenant, vendor or owner messaging history in your Rentec Direct account:

1. Click on Tenants or Owners
   1. For Vendors, click on Settings
   2. Under Financial, click on Vendors & Payees
2. Right-click on the individual and select Messaging

Frequently Asked Questions

Q) What is the limit of files that can be attached to an email?

A) To ensure efficiency, the system limits attached files to a maximum of six

Q) What is the limit for the size of a file?

A) There is a maximum file size limit of 10 MB including the report

Q) How will I know if the limit of files or size has been exceeded

A) If either has been exceeded you will see a form submission error