Email Notification Trigger For Service Request Updates

10 min

This document outlines the step-by-step process followed to review, approve, or decline a tenant’s service request. It also explains how the system automatically sends a status update via email to both the requester and the tenant once the request has been processed.

Once the OA or Property Manager reviews and updates a service request in the Rentilium-ERP system, an automated email notification is triggered and sent to the registered email address of the requester and the tenant.

After signing in, you will be directed to the dashboard, where you can view key insights and a comprehensive financial overview.

Service Requests

In the left sidebar, click on Operations to expand the menu options.
Select Service to move to the Service Requests section.

Viewing Tenant Service Requests

The Service Requests page lists all service requests submitted by tenants.
Each request displays important information, including Tenant Name, Rental Unit, Property Name, Request Type, Description, and Current Status.
To view more details about a request, click the Action button on the right side of the corresponding entry.

Reviewing Service Request

When you click the Action button, a new window titled Edit Service Request will open. This window displays all submitted details, including:

Tenant Name – The name of the tenant who submitted the request.
Rental Unit – The specific unit associated with the request.
Property Name – The property to which the unit belongs.
Service Request Type – The category of the request (e.g., Key Replacement, Guest Access, Utility Setup).
Description – A brief explanation provided by the tenant.
Tenant Service Request Image (if applicable) – Any supporting images uploaded by the tenant.

Comments & Decision

Before approving or rejecting a request, the OA or Property Manager should enter feedback in the Manager Comments field. This feedback provides context for the decision and is included in the email notification.

Examples of comments includes

Your guest access request has been approved. The security team has been notified.
Your key replacement request has been rejected due to missing verification documents.

Approving/Declining A Service Request

The Status field is located at the bottom of the form. Choose one of the following options:

Approved – If the request meets all necessary requirements.
Declined – If the request is incomplete or lacks required documentation.
Click Save Changes to apply and finalize your decision.

Confirmation & Email Notification

After clicking Save Changes, a confirmation message will appear: “Request updated successfully!”
Click OK to exit the pop-up and go back to the Service Requests dashboard.

Automated Email Notification

After the service request has been successfully updated the system automatically sends an email notification to both the requester and the tenant at their registered email addresses.