Summary

The Alert Works Export window is used to export data from your Springbrook database to Alertworks, Summation360's IVR notification system. The exported file will include Account Number, Owner Name, Owner Phone, Tenant Name, Tenant Phone, Service Address, Amount Due and Due Date. This data is often used to alert UB customers when their account balance is past due.

Step by Step

1     Open the Alert Works Export window (UB> Utilities> Alert Works Export).

2     Configure the export file.

• Select each Billing Cycle you would like to include in the export file.
  • Press CTRL+A to select all billing cycles. With all billing cycles selected, check or uncheck a toggle to apply the toggle selection to all of the billing cycles.
  • Hold down SHIFT to select a range of billing cycles. When selecting a range of billing cycles, make sure to click on the cycle number and not the toggle of the cycle.
    • The CTRL+A and SHIFT selection shortcuts can be used in all the following selection fields.
  • Billing cycles are created and maintained on the Billing Cycle Maintenance window (UB> Maintenance> Cycle Code).
• Select each Class you would like to include in the export file.
  • Classes are user-defined groups that are attached to lots and used to group accounts. Classes are attached to lots on the Lot Maintenance window (SS> Maintenance> Lot> Lot tab> Details section> Class Code field).
  • Classes are created and maintained on the Class Maintenance window (UB> Maintenance> Class).
• Select each Zone you would like to include in the export file.
  • Zones are user-defined codes that are used to group lots. Zones are attached to lots on the Lot Maintenance window (SS> Maintenance> Lot> Lot tab> Details section> Zone Code field).
  • Zones are created and maintained on the Zone Maintenance window (UB> Maintenance> Zone).
• Select each Subdivision you would like to include in the export file.
  • Subdivisions are user-defined codes that are used to group lots. Subdivisions are attached to lots on the Lot Maintenance window (SS> Maintenance> Lot> Lot tab> Details section> Subdivision field).
  • Subdivisions are created and maintained on the Subdivision Maintenance window (SS> Maintenance> Subdivision).
• Select the Service Rates you would like to include on the export file.
  • Service rates are attached to customer accounts and determine the rate structure, winter average, taxes, bill type and prorating options of a billing. Service rates are attached to UB accounts on the Accounts Maintenance window (UB> Maintenance> Account> Service Rates tab> Create icon).
  • Service Rates are created and maintained on the Service Rate Maintenance window (UB> Maintenance> Service Rate).
• Select each Account Status for the UB accounts you would like to include in the export file.
  • The status associated with a UB account can be set on the UB Maintenance window (UB> Maintenance> Account> Account tab> Account Status field).
  • At least one account status must be selected in order to generate the export file.
• The From Date and No of Days fields are used to filter the included accounts by the number of days an account is past due on a specified date.
  • For example, if you wanted to include all accounts that were at least 30 days past due as of July 1st, 2019, you would enter 07/01/19 in the From Date field and 30 in the No of Days field.
  • A date must be specified in the From Date field.
• The Minimum Balance field is used to filter the included accounts by a minimum balance.
• The Tax ID From and Tax ID To fields are used to filter the included accounts by the tax identification number associated with business UB accounts.
  • Tax IDs are not directly associated with UB accounts. They are associated with Springbrook Customer Numbers that are then attached to UB accounts on the UB Account Maintenance window (UB> Maintenance> Account> People tab> Customer Number field).
• The Street Name field is used to filter the included accounts by the street address attached to the account.
• The Due Date field is used to specify a due date for the Alert Works generated notification.
  • This is a required field.
• Click the Display File Layout icon   at the top of the window to display the format of the file that will be created. This will open a window that displays the fields included in the export file.
• Click the Confirm icon   when complete to create the export file.
  • You can view the progress of the export on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).

3     Export the file.

• Once the export file has finished processing, the Export Settings window will open. This window is used to specify the export path for the export file.
  • Check the Open toggle if you would like to open the exported file after it is saved locally.
  • Enter the Full Path location and click the Export icon   to export the file to the local path.
• Once the export file has been created, it is ready to be used with the Alert Works system.