---
title: "How to Set Up & Schedule Automated Emails"
canonical: "https://resources.shelvz.com/space/KB/175767561/How%20to%20Set%20Up%20%26%20Schedule%20Automated%20Emails"
format: markdown
---
## **Automated Email Delivery**

### 🎯** Objective**

> Macro (excerpt)
> 
> The **Alerts** feature automates key report deliveries to keep your team informed and proactive. It sends reports at set intervals, helping reduce manual work, avoid delays, and ensure important updates are never missed.

### 📘 Instructions

#### **Step 1: Enable the Feature**

1. Ensure the **Alerts** module is enabled in the **Access** **Rights** at the Portal Level.
2. Enable the following settings for admin users:
  - Alert Notifications
  - Alert Recipients
  - Add/Edit Alert Notifications
  - Alert Type Company (Settings)

#### **Step 2: Define the Alerts**

1. **Access **the** Settings **page:
  - Navigate to the **Setup** page at the top right corner.
  - Click on **Alerts** on the left side panel.
  - Click **Settings**.
2. **Configure **the** alert settings**:
  - Click the settings icon in the row of the alert you want to configure.
  - Click on the + button to add an alert setting.
  - Fill in the required details (refer to the [Field Descriptions](https://shelvz.atlassian.net/wiki/spaces/KB/pages/edit-v2/175767561?draftShareId=dcfd408e-cd41-4854-871b-8de830dc987c#Field-Descriptions) section).

> 📝 If you select a certain filter (i.e. stores or brands) in the filter, the alert will only send out data related to those selected options.

![ALERTS SETTINGS - 23.11.mov](media://2763ec1b-b6df-4f4d-ae3e-e7812b4664c7)

3. **Setup **the **Recipients**:
  - **Add a Recipient manually: **
    - Click on **Recipients** under the **Alerts** section.
    - Click on the + button.
    - Fill in the required details.
  - **Add Recipients in bulk:**
    - Click on the upload button.
    - Select **Add**.
    - Download the template.
    - Fill in the required information.
    - Upload the file.
    - Select **Add** **Missing** **Data** if you’re adding additional **Recipients **or **Replace** **All** if you need to delete all previously uploaded **Recipients** and add the new ones from the uploaded sheet.

> 📝 Linking the user ensures that all alerts they receive align with their assigned **privileges**. If a user has a specific branch assigned to their privileges, alerts sent to them will only include data for that branch. This restriction does not apply to alerts sent to non-user recipients.

![ALERTS RECIPIENTS - 05.03.25 (1).mov](media://4c49d066-3631-4075-a405-053d0f287daa)

4. **Setup **the **Notifications**:
  - Click the **Notification **menu item.
  - Click on the + button.
  - Select the recipient from the drop-down menu.
  - Select the applicable **Tool**.
  - Select the alert setting.
  - Apply the necessary filter for the selected recipient, but only for this specific alert setting and not all alerts sent to them.

> 📝 This step assigns the alert to the appropriate recipient.

![ALERTS NOTIFICATIONS - 23.11 .mov](media://dea108d6-6e21-49f4-9840-34b98b183ae5)

## **Field Descriptions**

| **Field Name** | **Description** | **Example** |
| --- | --- | --- |
| **Name** | Define a unique name for the alert setting. | Daily Completed Visits |
| **Duration** | Specify how many days, weeks, months, or years of data are included in the alert. | If the **Duration** is set to **2** **weeks**, the system will retrieve data for the **last** 2 **weeks** starting from the adjusted start date (which is determined by the Buffer). |
| **Buffer** | Specify how many days, weeks, months, or years the system offsets the start date when retrieving data based on the duration. | If today is **March** **12** and the **Buffer** is **3 days**, the system will start retrieving data from **March** **9** instead of March 12. |
| **Cron Expression** | Define how often the alert is sent. |  |
| **File Type** | Defines the file type to be received by email. | **XLSX**, **CSV,** etc. |