Dispatching
Why am I unable to dispatch tasks, invoices, or reports in Uptick?
Issues related to dispatching essential items such as tasks, invoices, or reports in Uptick often stem from configuration problems, primarily the absence of a valid email contact in your records. Below, we’ll explain common causes and provide actionable steps to address this issue.
Why has my dispatch failed?
If a dispatch fails from a task, it will list why it failed on the screen on the right-hand side.
Common Reasons for Dispatch Failures:
Missing Email Contacts: Every email in a dispatch needs at least one recipient. If no contact is set up to receive a selected document, Uptick adds an email with no recipients to the preview and shows No contact is set up to receive followed by the document types. Dispatch to client stays unavailable until you add a recipient to that email.
Example: A report with no reporting contact appears in an email with an empty To field. Type an email address in To, press Enter, and dispatch. To have the report go to that address every time, add a contact to the client or property instead.
Improper Contact Configuration: If the required email is not entered in the appropriate fields within Uptick, dispatch functionality may be disabled.
Lack of Required Associations: For invoices linked to tasks, missing associations (such as property or client links) may prevent dispatch.
The client email is not configured or mismatched.
The client information on a task was recently updated, leading to referencing issues.
The invoice is not able to push to the accounting partner. Once you've fixed the originating issue, click 'Retry from start' to refresh the dispatch to start again. Alternatively, you can follow these step-by-step solutions:
Where do I add email addresses to be generated on the dispatch?
Primary Contact: Ensure the client’s primary contact details include a valid email address.
Reporting Tab: Add an email address in the Reporting Tab for properties where only service reports are dispatched.
Property Contacts: Confirm that property-specific contacts include valid email information.
Client Billing Requirements: Review the client’s billing requirements to ensure dispatch recipients are correctly configured.
Client Record: Always verify that the client record for tasks and invoices contains at least one valid email.
Dispatch email: If no contact is set up to receive a document, type the address in the To field of the email in the dispatch and press Enter.
Why are my documents not sending as part of a Dispatch?
When sending documents as part of a Dispatch, there's a limit of 10MB per file.
Files over this size will need to be viewed in the Dispatch Portal - but be assured that your email will send to the customer, without the attachment on the email itself.
This limitation is imposed to ensure all email inboxes will receive the original information, as some email providers automatically mark large attachments as spam or junk.
How do I remove an email draft for one dispatch without removing the contact?
Click the cross in the top right corner of the draft you don't want to send. The contacts on the client and property will not change.
Why can't I remove an email from a dispatch?
A dispatch always needs at least one email, so the cross is unavailable on the only email. The cross is also unavailable on an email with no recipients that carries documents no contact is set up to receive. Hover over the cross to see Add a recipient, or untick the documents in this email. Add a recipient in To, or untick the documents that email carries.
Why did the same contact get separate emails, or why were some merged into one?
When you dispatch, Uptick removes duplicates so the same person never gets the same document twice. If a document is set to go to a person more than once (for example they're a recipient on both the client and the property), those are merged into one email with the most complete recipient list. Different documents are always sent as separate emails, and different people are always sent separate emails — Uptick only merges duplicates of the same person for the same document. For full examples, see Who gets emailed invoices, reports and quotes?
Email archiver
Why are my forwarded emails creating new correspondence entries instead of updating existing threads?
The email archiver is a useful tool for logging correspondence, but it currently does not support updating or replacing existing email threads. Each forwarded email is treated as a new instance, even if it is part of an ongoing conversation. As a result, a new correspondence entry is created with the response included.
Here is a screenshot showing how a forwarded email appears as a new entry in the correspondence list:
Why didn't my forwarded email link to the task or property?
The reference in the subject line must be exactly as it appears in Uptick and separated from the surrounding text by a space or a character.
For example, T-12345 Sprinkler leaking and (T-12345) Sprinkler leaking link, but T-12345Sprinkler leaking does not.