Inform Direct has a range of automations available to help with managing confirmation statement filings. One setting is to email approval documents to clients, including an option for them to electronically approve the details.


An overview of confirmation statement automation settings can be found here: How to set up Automated Confirmation Statement Workflows.


1. Sender email addresses can be set up within your Account. We recommend setting these up prior to following the steps below. See Setting up sender email addresses.


   

2. Review or create your workflow. Under the Account tab at the top of the screen, please select View Workflows. This will show existing workflows, including the default Generate approval & email options. These are:


  • Generate approval & email it on MUTD: Allowing the user to reply via email to confirm you can file.
  • Generate approval & email it with portal link on MUTD: Allowing the user to confirm approval or updates needed via a Portal.


You can edit the existing setting, or Add a new workflow on the right of the page. 


For further details, please see How to set up Automated Confirmation Statement Workflows. 

 

   

3. To automatically apply the setting to any newly formed or imported companies, set your preferred Generate approval & email workflow as a Default workflow.


Please see step 4 for details of applying the workflow to existing companies in your portfolio.

   

 


Once set as a default workflow, it will prompt adding the required email address for new companies.

  

For newly formed companies, or companies imported where this was not set up, a Check Alert will appear on the company dashboard as shown below.


Selecting the Blue arrow will allow you enter the required information.

    

 

 

While importing companies, it will prompt adding this at the last stage of the import process. Please see:

 



  

4. Existing companies in your portfolio will need to have the desired workflow applied to them individually. This is managed under the Company tab in Edit workflows. It appears exactly as the image above for imported companies. 

 

 

5. Upon selecting the workflow, you will then be able to select the preferred Sender email address. To add further options, see Setting up sender email addresses.


When setting up sender email addresses, you can also add the signature on the email. 

 

  

  

6. The Email recipient can then be selected. You have three options when setting this up for each company, it can only be sent to one. The options are:

  • Company officer’s email address - Within the personal details of the officers within the company, there is an email address field. Selecting this will bring a drop-down box where you can select the officer name. If no email address has been entered yet for the officer, a field will appear to enter one.
  • Company registered email address
  • An alternative email address -This opens a text box below to enter the required email recipient.


  

7. The saved automation will then take place on the set number of days before the confirmation statement due date, as specified in your automation setting. An email will be generated to your client and you will be notified that it has taken place via email too. 


The email template is editable, new ones can also be created and applied to a workflow. See How to add an email template.



8. Under Recent Activity on the company Dashboard, it will show that the email has been sent with an orange icon, or delivered with a green icon.  



9, A pending approval will appear on the company dashboard, once you have approval from the client, you can file it by following: How do I complete a Pending Approval?