[How to Turn On] Mute Email Notifications
Last updated: 01/25/2023
What does "Mute Notifications" Mean?
The ability to "Mute Notifications" allows a Jones user to stop all email communication to the vendor/tenant/subcontractor and Jones user.
How to Mute Notifications:
Who can Mute Notifications:
Only ICS, admins, and compliance managers can mute notifications.
Inviters and read-only users can not mute notifications.
Recommended Uses:
Put a vendor/tenant/subcontractor "on hold" and not annoy them.
If a Jones customer is in negotiations with a tenant or vendor, they may not want Jones emails going out to them during this sensitive time period.
For a tenant that hasn't moved in yet but wants a COI audited.
When a PM is working with a broker, and the broker says they already have this under control.
Legal Department demanding to stop all communication with a specific vendor/tenant/subcontractor.
Some customers NEVER want their tenants to receive emails.
Residential tenants.
If a customer ever says a particular record is "sensitive" or if they wish that Jones sent fewer emails.
How does this behave?
While only admins and compliance managers can mute notifications, all Jones users can see if a record is muted. The icon below is shown next to muted records.
Both the vendor/tenant/subcontractor and the Jones user will receive absolutely no email notifications from muted records.
No reminder emails
Compliant or non-compliant emails
Emails to upload new insurance docs because there are gaps
Etc...
Once a record is muted, it will be muted forever.
It can be unmuted at anytime by the relevant user roles (admins/ compliance managers).
Records still function normally when they are muted.
For example, you can still upload a COI on behalf of the record, it will be audited normally, you'll be able to see the compliance status, and it will be counted in Jones Analytics Charts. However, you can't take any action that would send a notification to the record such as "request a new COI".
The history tab will show muted and unmuted record changes.
Mixpanel: Muting and unmuting records will be tracked in Mixpanel.
Auditor Portal: A mute sign will appear in the auditing portal next to any record that is muted.
Known Limitations/ Expected Future Needs/ enhancements:
Jones mutes the "record" and not the "email address". So if a record is muted but the email address is also associated with another record that is unmuted, they will still receive email notifications for the other record.
The Vendor/Tenant/Subcontractor will not get a notification when their record is muted or unmuted.
While there is a confirmation page that you need to click through in order to mute a record, there is no confirmation page in order to unmute a record.
When unmuted, the vendor/tenant/subcontractor will start receiving notifications according to the current point in time (not according to whenever they were in the compliance flow when they were muted).
As of now, there's no way to see all muted records. In the future, it would be a good idea if a user could run a report to see a list of all their muted records.
Archived records cannot be muted. If you want to mute an archived record, you would need to restore it first and then mute it.
For Tenant-Vendors, if a PM mutes a vendor record, the inviter tenant roles won't be able to unmute notifications. That being said, the tenant-vendor won't be able to take actions they may have used to been able to take such as "request a new COI" on these muted records.
There will be two different experiences for muted records, depending on where the record is in the "reminder flow":
If a record missed one reminder email because they were muted, they won't get any other reminder emails when they are unmuted.
If a record is muted and then unmuted in time to receive a reminder email, they will continue getting the flow of reminder emails.
(The reason for this is because our code looks for a previous reminder email to continue the flow. If the record was muted and there was no reminder email, the code won't continue the reminder email flow)
There are some instances where the ability to "unmute" a record won't be visible for the user. For example: inviters and read-only users won't see this footers. Also all users won't be able to see that footer if the record has "Awaiting COI status" before being non-responsive.
Integrations: You won't be able to mute a record within any integration (MRY, Yardi, Procore, etc). After the record is added you can mute it within Jones. The flow for the muted record will be exactly the same within the integration partner workflow with the only difference being the Jones users and vendor/tenant/subcontractor will not receive any email notifications.
