How To Verify That an Expiration Letter Was Sent When Using the Execute Script Expiration Function

The Batch Expiration process can be configured in different ways, but the basic function is that it runs on a schedule and creates Sets of permits and/or applications that are about to expire. Once the Set has been created, you can go in and verify that each of the permits and/or applications were expired.

Some agencies have opted to have the system automatically send a custom expiration letter to the owner and applicant on the record by selecting Execute Script. If there is an available email, the system will send it to the email listed. If there is no email, the system will send a copy of the letter to the email address of the agency contact that has been selected to receive it. That person then sends the expiration letter out via regular mail.

There are two ways to verify that the email has been sent. After selecting a record from the set in which the Execute Script function was completed:

• In the Navigation pane, select the ASI Page labeled with the permit type (such as Residential Mechanical). See attached screenshots #1 and #2.
• In the Navigation Pane, select Comments (Internal) to open the Comments Page. See attached screenshots #3 and #4. 

In both cases, Accela will display the date on which the Execute Script function was run.

Note: On records that have no email address listed, the email that the agency receives will appear as having been sent on this day (which it was). However, if the letters are manually mailed on a different date, you can change the date to match this by going into Comments via the Navigation Pane and updating it there. The original send date of the email will remain in the ASI section and cannot be altered. This provides a log of when both letters were sent.