[Jones Emails & How to Turn on] Gaps & Auto-Send Gaps
Last updated: 02/28/2023
Jones Customers can handle gaps manually, or automatically with the "Auto-Send Gaps" Feature.
Manually Handling Gaps:
If a tenant or vendor's insurance docs have gaps in coverage, the Jones Customer will receive an email that looks like this:
Email Cadence Type | Subject Line | Who will receive email? |
Please Review COI Gaps - [Vendor or Tenant Name] ([Property/Project Name]) | Only The Jones Customer (PM) |
After receiving the above email, the Jones Customer will now need to login to Jones and either "Waive" or "Send" the gaps.
- If the Jones customers chooses to "Waive The Gaps":
- Both the vendor/tenant and the Jones Customer will receive a compliant COI email (See email specifics here: [Jones Emails] Emails after COI Upload)
- If the Jones customer chooses to "Send The Gaps":
Email Cadence Type | Subject Line | Who will receive email? |
Initial email for a vendor's new insurance docs | New Insurance Docs Required for [Property/Project Name] - [Vendor Name] | The Vendor or Tenant |
The last 3 emails in the vendor or tenant squarence documented here: [Jones Emails] Insurance Docs Request Emails |
Here are all the outcomes that can occur once a vendor/tenant was notified about the gaps:
- Vendor/Tenant does not upload new insurance docs after their 2/5/8 day reminders for vendors or 5/10/15 day reminders for tenants:
- The record will be marked 'non responsive'.
- The Vendor/Tenant uploads new insurance docs:
- If a compliant COI is uploaded, the vendor/tenant and Jones Customer will receive a compliant email as documented here: [Jones Emails] Emails after COI Upload
- If a non-compliant COI is uploaded, the workflow continues according to the current state of the "Auto-Send Gaps" feature, as explained in this card.
Handling Gaps through the "Auto Send-Gaps" Feature within Jones:
“Auto-send Gaps” AKA “Automatic Gaps” was a feature released in late 2020. This is a toggle that can be turned on or off in property settings ONLY WITHIN ICS. See below walkthrough for instructions on how to do this.
When 'auto-send gaps' is enabled, the sole difference from the previously explained manual flow is:
If the vendor/tenant uploads a non-compliant COI, they automatically receive the same gaps email notification as in the manual flow when the PM chooses to send gaps.
After the first instance of an insurance gap, Jones attempts to go through the insurance document collection cycle for unlimited number of non-compliant audits. Which means we send out gap email notifications to the vendor/tenant after each non-compliant audit.
Emails sent when only the AI/CH Requirement is updated on a record:
See [How to] Updating only AI/CH requirements to avoid reworks (WIP) GURU card, and navigate to the section: "Email Notifications will be sent to all records with these requirements"
Note: If the auto-send gaps setting was off and you turned it on after the audits, the vendor/tenant/subcontractor will not receive automatic gap emails.