External Email and Letter Configuration

The External Email and Letter Configuration (ELGT) table is used to determine the emails or letters that can be automatically sent from the system as well as indicate the configurable text that will make up the email/letter. In addition to the client-specified text that can be indicated in the table, system generated text will also be included in the emails/letters. The system-generated text identifies specific information intended to assist the User in identifying the purpose of the correspondence. Some of the system-generated text that is included in the emails and letters can be considered confidential or sensitive. In order to prevent this sensitive data from being displayed in the generated emails and letters, you can indicate that certain fields be masked in the emails and letters. This functionality is controlled through the following three parameters on the Application Parameters page: Masking Enabled in Email Notifications (MASK_EMAIL_ENABLE), Masking Fields in Email Notifications (MASK_EMAIL_FIELD), and Masking Format in Email Notifications (MASK_EMAIL_FORMAT). Please see the "Application Parameter" topic for more information.

This table can be accessed online through CGI Advantage and Vendor Self Service (VSS), and is synchronized with VSS through the Export from Advantage and Load to VSS Batch Processes. If a VSS Admin user changes any of the values in VSS, then the SA13 job will display the difference. You can either update the values in Financial to match the values in VSS Admin or update the values in VSS Admin to match the values in Financial.

Comments from a specific VCM transaction can also be included in some of the emails or letters. These comments are entered in the Extended Description field on the Header of the transaction. If the user selects the Send Comments to Vendor check box on the Header, and the Comments Included flag for the corresponding Email or Letter type on this table is selected, then the Extended Description text is included in the email or letter sent to the vendor.

All emails are sent to the email address of the user submitting the change. The Automatic Sender Email Address field allows the ”from” account that is displayed on all emails to be determined. This account is the inbox/sent box that can be monitored for returned email, if necessary. The SMTP Server Name field is used to specify the server where the Automatic Sender Email Address resides on.

Letters will be sent to the Legal Address associated with the Vendor’s Taxpayer ID Number. In the case of the Change to Legal Information letter, the notification will be sent to both the old and new Legal Address of the Vendor.

The Send Email/Letter field determines whether an email or letter should be sent by the system. If this option is not selected then a notification will not be sent.

Please refer to the appropriate run sheet guide for detailed information on the batch jobs that generate the emails.

Email/Letter Type

Email/Letter Title

Description

ACTREQ

Request Activation Code Email

The Financial Administration user is notified that the vendor is requesting an Activation Code to activate an existing account. All information entered on the Request Activation Code page in VSS is included in the email. The email also indicates whether the email address that the vendor entered is found in the vendor’s contacts.

ACTCOD

Activation Code Email

The email is generated to a vendor when their activation request is approved. An Activation Code and a link to the VSS site is included in the message.

ADDLOC

Adding a Location to an existing HQ

The Headquarters Master users are notified when a New Location (vendor) is added to an existing Headquarters.

ADDUSR

User Added to VSS Email

This email is generated when a new user account is added to an existing vendor in VSS. The email is sent as a confirmation message to the new user.

CNTCHG

Contacts Updated Email

This email is generated when any of the fields on the Vendor Contact tab are updated.

EMACHG

Email Address Change

If a user changes their email address on the User Information tab of the vendor record, an email will be sent to the user’s old and new email address reporting the change. This email is triggered when a user saves a new email address.

EXIVEN

Welcome Existing Vendor

Emailed when an existing vendor establishes a new VSS account. This would occur when a user registers and finds their location exists but they are not yet VSS-registered. This email is triggered when the Vendor initiated the registration process by clicking the New Vendor Registration link and the VCC transaction is submitted to Final.

FINACT

Financial Activity Email

Emailed to notify payees/vendors when new awards (agreements) or payments are available for them to view in VSS. This notification is only sent to the users tied to a VSS-activated vendor account that have access to the Financial Transactions section.

NEWREG

Welcome New Registrant

Emailed when a new Vendor establishes a VSS account. Notifies the vendor that their registration has been received and is currently being reviewed for approval. This email is triggered when the VCC transaction is submitted to Final and the Vendor initiated the registration process by clicking the New Vendor Registration link.

NOTAWD

Notice of Award

When an award is finalized for a Solicitation, all vendors who responded to that Solicitation are notified.

NOINAW

Notice of Intent to Award

Notifications are sent when an Award is created for the Solicitation. All vendors who have responded to the Solicitation are notified of the pending award.

OESCNF

Online Email Submission Confirmation

This notification is a confirmation email sent to the VSS users whenever they post an online question.

RSPACT

Solicitation Response Accepted

A notification is sent to the user to confirm the successful submission of a Solicitation Response. The email is sent to the person who submitted the transaction and the person who originally created the transaction. The user can update the ELGT table to configure where the various fields are displayed and in what order within the email.

Example: If the user does not want to display the Total Bid in the email, they can delete the {10} and {11} tags under the Your Response Details on the RSPACT record.

Section Details

Tagged Fields

Solicitation Details:

{0} : {1}

{0} – Solicitation

{1} – <Solicitation transaction ID>

{2} : {3}

{2} – Description

{3} – <Solicitation Description>

{4}/{5}:{6}/{7}

{4} – Closing Date

{5} – Closing Time

{6} – <Closing Date>

{7} – <Closing Time>

Your Response Details:

{8} : {9}

{10} : {11}

{12}/{13} : {14}

{8} – Response ID

{9} – <Solicitation Response transaction ID>

{10} – Total Bid

{11} – <total bid>

{12} – Web Response Date

{13} – Web Response Time

{14} – <response date and time>

Your Location Details:

{15} : {16}

{17} : {18}

{15} – Headquarters Legal Name

{16} – <legal name of headquarters>

{17} – Location Name

{18} – <name of the location>

RSPMOD

Solicitation Response Modified

Notifications are sent when a modified Solicitation Response transaction is finalized in VSS. Solicitation Response transactions can be modified up until the Solicitation Closing Date and Closing Time is reached. The email is sent to the person who submitted the transaction and the person who originally created the prior version of the transaction. The user can update the ELGT table to configure where the various fields are displayed and in what order within the email.

Example: If the user does not want to display the Total Bid in the email, they can delete the {10} and {11} tags under the Your Response Details on the RSPMOD record.

Section Details

Tagged Fields

Solicitation Details:

{0} : {1}

{0} – Solicitation

{1} – <Solicitation transaction ID>

{2} : {3}

{2} – Description

{3} – <Solicitation Description>

{4}/{5}:{6}/{7}

{4} – Closing Date

{5} – Closing Time

{6} – <Closing Date>

{7} – <Closing Time>

Your Response Details:

{8} : {9}

{10} : {11}

{12}/{13} : {14}

{8} – Response ID

{9} – <Solicitation Response transaction ID>

{10} – Total Bid

{11} – <total bid>

{12} – Web Response Date

{13} – Web Response Time

{14} – <response date and time>

Your Location Details:

{15} : {16}

{17} : {18}

{15} – Headquarters Legal Name

{16} – <legal name of headquarters>

{17} – Location Name

{18} – <name of the location>

RSPWDR

Solicitation Response Withdrawal

A notification is sent to the originator of the Solicitation Response when it is withdrawn in the VSS application. The user can update the ELGT table to configure where the various fields are displayed and in what order within the email.

Example: If the user does not want to display the Total Bid in the email, they can delete the {10} and {11} tags under the Your Response Details on the RSPWDR record.

Section Details

Tagged Fields

Solicitation Details:

{0} : {1}

{0} – Solicitation

{1} – <Solicitation transaction ID>

{2} : {3}

{2} – Description

{3} – <Solicitation Description>

{4}/{5}:{6}/{7}

{4} – Closing Date

{5} – Closing Time

{6} – <Closing Date>

{7} – <Closing Time>

Your Response Details:

{8} : {9}

{10} : {11}

{12}/{13} : {14}

{8} – Response ID

{9} – <Solicitation Response transaction ID>

{10} – Total Bid

{11} – <total bid>

{12} – Web Response Date

{13} – Web Response Time

{14} – <response date and time>

Your Location Details:

{15} : {16}

{17} : {18}

{15} – Headquarters Legal Name

{16} – <legal name of headquarters>

{17} – Location Name

{18} – <name of the location>

SOLAMD

Solicitation Amendment

When a Solicitation is modified, a notification is sent to all vendors who have already responded to that Solicitation or who have added the Solicitation to their SO Watchlist in VSS. This notification contains a URL that directs the vendor to the detail view of the Solicitation transaction’s Amendment History section.

SOLCAN

Solicitation Cancellation

When a Solicitation is cancelled, a notification is sent to all vendors who have already responded to that Solicitation or who have added the Solicitation to their SO Watchlist in VSS. This notification contains a URL that directs the vendor to the detail view of the Solicitation transaction’s Amendment History section.

SOQANS

Solicitation Answer Submitted

When a buyer responds to a vendor’s question about a posted solicitation, which was either recorded offline or entered via VSS, this notification is generated when the record is synched to VSS.

SRCREQ

Solicitation Response Clarification Requested

When a buyer or evaluator submits a Clarification Request on a VSS-generated SR transaction in Financial, this notification is generated and sent to the VSS vendor indicating that additional clarification is required for the submitted SR. Two notifications are generated, one to the VSS user that submitted the response and the other to the VSS Vendor Account’s Primary Account Administrator (unless they have the same email, in which case only one notification is generated).

SUBACQ

Account Question

This email is generated when a VSS user posts an online question via the Questions about my Account page from the VSS Help page.

SUBERQ

Need more information for the Error Messages

This email is generated when a vendor posts an online question via the Submit Question button on the error message tab of a transaction.

SUBGNQ

General Question

This email is generated when a VSS user posts an online question via the General Question page from the VSS Help page.

VENNOT

Vendor Notification

When a Solicitation is published, the appropriate vendors are notified. Vendors are notified based on the following criteria:

If there is a Vendor List present on the Solicitation, then all vendors on that list are notified.
If there are free form vendors, all vendors on the free form list should be notified.
If vendors are not included on the Vendor List tab, then any vendors who are registered for any of the commodities associated with the solicitation are notified.
The Contact on the default Procurement Address should be notified if the Correspondence Type is Email.

VEREML

Verification Email

This notification is generated to verify the authenticity of the email that is provided by a user when creating a VSS account. After completing the initial registration steps, a verification email with a system-generated link is sent to the email address that the user provided. The user can only complete the VSS registration process by using the link provided in the verification email.

VDOVBD

Vendor Overbid for Surplus Auctions

Notifications are sent to the vendor during surplus auction bids when someone submits a higher bid. This is calculated on a line-by-line basis.

VDUNBD

Vendor Underbid for Solicitations

Notifications are sent to the vendor during reverse auction bids when someone submits a lower bid. This is calculated on a line-by-line basis.

VSSINS

Invoice Received

Notifications are sent to confirm receipt of an invoice in VSS. Notifications are sent to both the contact email from the Invoice Header in VSS and the email address for the VSS user that submitted the invoice.

Please refer to the appropriate run sheet guide for detailed information on the batch jobs that generate the emails and letters. For Travel related emails, refer to the “External Email and Letter Configuration (ELGT)” topic in the Travel and Expense Management User Guide.

Email/Letter Type	Email/Letter Title	Description
AWCNCL	Vendor Notification of Cancellation of Award	This email is sent to the Vendor(s) referenced on the Vendor tab of the award transaction (PO or MA Transaction Type). The email notifies the vendor that the award transaction has been cancelled. An AWCNCL record is added to the Manage Email Letter Generation (EMAIL) table when the award transaction is cancelled. The email is sent by the Email/Letter Generation process. (Note: This email is not sent for award transactions with a CBDL Sub Type. If there are multiple vendors with the same email address, then only one notification is sent per cancelled award transaction. The email is sent to the Email Address entered on the Vendor tab of the award transaction. If no email is found, then a record is not added to the EMAIL table.)
AWDFIN	Buyer/Requestor Notification of Finalized Award	This email is sent to the Buyer and Requestor referenced on the award transaction (PO or MA Transaction Type). The email notifies the Buyer and Requestor that the award transaction is finalized. An AWDFIN notification record is added to the Manage Email Letter Generation (EMAIL) table when the award transaction is finalized. The email is sent by the Email/Letter Generation process. (Note: This email is not sent for award transactions with a CBDL Sub Type. If the Buyer and Requestor are the same user, then only one email is sent. If the Buyer’s Email Address/Requestor’s Email Address fields are blank on the Header of the award transaction, then the email address for the Buyer/Requestor (respectively) on the User Information (SCUSER) table in the Administration application is used. If an email address is not provided, then a record is not added to the EMAIL table.)
ADDTIN	Add Vendor to Existing TIN Letter	This letter is generated when a new inactive vendor/customer record is inserted on the Vendor/Customer table and if another vendor/customer code with the same TIN currently exists on the Vendor/Customer table. The letter is sent to the 1099 address associated with the TIN.
AECPLN	Initial Vendor Complaint Email	This email is used to send a notification to the agency who has registered a complaint against a vendor.
AEFLUP	Follow-up Vendor Complaint Email	This email is used to send a notification to the agency who has registered a complaint against a vendor. It is used to inform them that a follow-up notification has been sent to the vendor.
CATEM	Catalog and Picture File Load Successful	This email is generated when the catalog and picture load ends successfully. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM2	Catalog File Failed; Picture File Failed	This email is generated when the catalog and picture load fails and the job ends unsuccessfully. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM3	Catalog File Failed; Picture File Warning	This email is generated when the Catalog load fails and only the Picture File Extensions have been validated. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM4	Catalog File Successful; No Picture File specified	This email is generated when the Catalog load is successful; however, no Picture file was specified. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM5	Catalog File Failed; No Picture File specified	This email is generated when the Catalog load is unsuccessful and no Picture File has been specified. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM6	Picture File Successful; No Catalog File specified	This email is generated when the Picture load is successful; however, no Catalog file was specified. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM7	Picture File Failed; No Catalog File specified	This email is generated when the Picture load is unsuccessful and no Catalog File was specified. The email is sent to the email address provided in the User Email Address batch parameter.
CATEM8	Catalog File Successful; Picture File Failed	This email is generated when the Catalog load is successful, but the Picture load is unsuccessful. The email is sent to the email address provided in the User Email Address batch parameter.
CATFM1	VSS Catalog Upload Successful	Generated when the CIF Catalog File is transformed via VSS by the Vendor. The Email is sent to the VSS Vendor Contact Email indicating that the upload process has completed successfully.
CATFM2	Catalog Transformation Process Successful	Generated when the CIF Catalog File is transformed via VSS by the Vendor. The Email is sent to the Catalog Administrator Email indicating that the upload process has completed successfully.
CERAPL	Certification Approved Letter	Generated when a newly established VSS account has been approved. This letter will be sent when the VCM transaction updates to ”Final” status, the Vendor Active Status changes from Inactive to Active, and the VSS-Initiated flag on the Header is checked.
CERAPP	Certification Approved	Emailed when a newly established vendor VSS account has been approved. This email will be sent when the VCM transaction updates to ”Final” status, the Vendor Active Status changes from Inactive to Active, and the VSS Initiated flag on the Header is checked.
CERREJ	Certification Rejected	Emailed when a new vendor’s registration in VSS is rejected. This email will be sent when the VCM transaction is updated to ”Final” status, the Vendor Active Status changes to VSS Rejected, and the VSS-Initiated flag on the Header is checked.
CHGAPP	Changes Approved	Emailed when VSS-initiated modifications have been approved. This email is generated by the Tracking Table Export batch process.
CHGADDE	Mailing Address Change with Contact Email Address	This email is generated if the vendor’s mailing address has been changed and the vendor has a Contact Email Address in the system. The email notification is sent to the Contact Email Address associated with the address that was changed and includes details of the mailing address modification. This notification is also sent to the vendor users that have the Account Maintenance flag set to Yes (Checked) in the Email Notification tab of the VSS User Information section. Note: If the contact email address and the user email address are the same, then the system only sends the notification to the user email address to avoid sending duplicate notifications.
CHGADDL	Mailing Address Change without Contact Email Address	This letter is sent if the vendor’s mailing address has been changed and the vendor does not have a Contact Email Address in the system. These letter notifications are sent to both the old mailing address (before modification) and new mailing address (after modification).
CHGEFT	Change to EFT Information Letter	This letter is sent to notify the Legal Address that EFT information has been modified. This letter is generated by the Tracking Table Export batch that processes the data from the Tracking Table when the status is Approved and the VSS-Initiated flag is selected and when any of the following fields are modified: ABA Number or Financial Institution Name Account Type or Type of Account at Financial Institution Account Number or Provider's Account Number with Financial Institution Routing ID Number or Financial Institution Routing Number
CHGLEG	Change to Legal Information Letter	This letter is generated when a VCM transaction goes to Final, the VSS-Initiated flag in the Header is selected, if the TIN or TIN Type are updated on the Vendor/Customer table, or if the 1099 table has been updated with changes to any of the following Legal Information fields: Name Address City State Postal/Zip Code The Change to Legal Information letter will be sent to the Legal Address on the 1099 table that existed prior to the changes as well as the newly updated Legal Address.
CHGPAY	Change to Payment Address Letter	This letter is sent to notify the Legal Address that payment address information has been modified. This letter is generated by the Tracking Table Export batch process for any records selected by the batch process if any of the following fields change for Address ID associated with a Payment Address Type and are in an Approved status: Street 1 Street 2 City State Zip/Postal Code This letter is sent to all Taxpayer ID Numbers that are using the changed address code as their payment address.
CHGREJ	Changes Rejected	Emailed when VSS-initiated modifications are rejected. This email is generated by the Tracking Table Export batch process.
CHGSUB	Changes Submitted	Emailed when a modification to the vendor record is submitted. This email includes all changes that were submitted for a single tracking number and is generated by the Process Changes Submitted batch process.
CNTCHG	Contact Email Address Change	This email is sent if the vendor’s contact email address has been changed. This email is generated if the vendor’s contact email address has been changed in one of the following ways: vendor update via the VSS application, submission of a VCM transaction, direct updates to the vendor’s VCUST record, or updates to any of the Vendor Contacts tables. This email notification is sent to the old contact email address and to the new contact email address. This notification is also sent to the vendor users that have the Account Maintenance flag set to Yes (Checked) in the Email Notification tab of the VSS User Information section. Note: If the contact email address and the user email address are the same, then the system only sends the notification to the user email address to avoid sending duplicate notifications.
CTASGN	Contract Assignment	An email is sent when a new record is added to the Contract Assignment (CNTCASGN) table. An email is sent to all users associated with the Assignor Vendor Code and Assignee Vendor Code where the Account Maintenance Email Notification Flag is selected in VSS or the Correspondence Type is Email on the Address tab of Vendor/Customer in Advantage. The Default Procurement Address contact for both the Assignor Vendor Code and Assignee Vendor Code will also be notified, if the Correspondence Type is Email and a valid email address is provided. If the Notify VSS Registered Vendors Only (NOTIFY_VSS_REG_VEND_ONLY) parameter is true, then an email is sent to VSS-Registered vendors only. If the parameter is false, then an email is sent to all vendors with valid email addresses. Note: The VSS Registered flag on the eMall tab on the Vendor/Customer table will be checked if the vendor/customer is registered with VSS.
DELEADD	Email Address Deleted	This letter is sent if the vendor’s contact email address has been deleted. This letter is generated if the vendor’s contact email address has been deleted in one of the following ways: vendor update via the VSS application, submission of a VCM transaction, direct updates to the vendor’s VCUST record, or updates to any of the Vendor Contacts tables. This letter notification is sent to the mailing address of the respective contact person. In addition, when a contact email address is deleted, the Contact Email Address Change (CNTCHG) email is sent to the old contact email address.
EFTRJT	EFT Pre-Note has been rejected	An email is sent when the EFT Status field on the Vendor or Address level on the Vendor/Customer table is changed to Pre-Note Rejected. If the Notify VSS Registered Vendors Only (NOTIFY_VSS_REG_VEND_ONLY) parameter is true, then an email is sent to VSS-Registered vendors only. If the parameter is false, then an email is sent to all vendors with valid email addresses. Note: The VSS Registered flag on the eMall tab on the Vendor/Customer table will be checked if the vendor/customer is registered with VSS.
EXIVDL	Welcome Existing Vendor Letter	Sent when an existing vendor registers on VSS for the first time. As with the email, this occurs when a user registers but finds their location exists but they are not yet VSS-registered. This letter is triggered when the VSS Registered flag on the Vendor/Customer table is selected during an update action and is sent to the vendor’s legal address.
MAILRT	Vendor mail has been returned	An email is sent when the Mail Returned check box is changed to true (selected) on the Vendor Address table. An email is sent to all users associated with that Vendor Code where the Account Maintenance Email Notification Flag is selected in VSS or the Correspondence Type is Email on the Address tab of Vendor/Customer in Advantage. If the Notify VSS Registered Vendors Only (NOTIFY_VSS_REG_VEND_ONLY) parameter is true, then an email is sent to VSS-Registered vendors only. If the parameter is false, then an email is sent to all vendors with valid email addresses. Note: The VSS Registered flag on the eMall tab on the Vendor/Customer table will be checked if the vendor/customer is registered with VSS.
PEFIN	Buyer Notification of Finalized Performance Evaluation	This email is sent to the Buyer associated with the Procurement Folder for the Performance Evaluation (PE) transaction. The email notifies the buyer that the PE transaction has been finalized. A PEFIN record is added to the the Manage Email Letter Generation (EMAIL) table when the PE transaction is finalized. The email is sent by the Email/Letter Generation process. (Note: This email is not sent if the Buyer field is blank on the Procurement Management table for the Procurement Folder. If the Email Address is blank on the User Information (SCUSER) table in the Administration application, then a record is not added to the EMAIL table.)
PROINT	Protest Initiated	When the Protest Status field on the Protest (PRTST) page is set to Initiated, a notification is sent to the buyer and buyer team associated with that protest record. The email is sent only once when the status is initially set to Initiated.
PROSTA	Protest Status is changed	When the Protest Status field on the Protest (PRTST) page is changed and the current status is not equal to Intent to Protest, a notification is sent to the buyer and buyer team associated with that protest record.
SOLAMD	Solicitation Amendment	When a Solicitation is modified, a notification is sent to all vendors who have already responded to that Solicitation. This notification contains a URL that directs the vendor to the detail view of the Solicitation transaction’s Amendment History section.
SOLCAN	Solicitation Cancellation	When a Solicitation is cancelled, a notification is sent to all vendors who have already responded to that Solicitation. This notification contains a URL that directs the vendor to the detail view of the Solicitation transaction’s Amendment History section.
SOQREC	Solicitation Question Received	When a vendor submits a question for a Solicitation in VSS and the question is synched to Financial, this notification is generated in Financial to confirm receipt of the question. This notification can also be generated in Financial if an internal user enters the question on behalf of a VSS vendor or enters the vendor’s email.
SRCREC	Solicitation Response Clarification Received	When a vendor updates a clarification-requested SR in VSS, this notification is generated to the buyer indicating that the VSS vendor has updated their response based on the clarification request action.
VENSTA	Vendor Status is no longer active	An email is sent when the Vendor Active Status field is changed from Active to any other status. An email is sent to all users associated with that Vendor Code where the Account Maintenance Email Notification Flag is selected in VSS or the Correspondence Type is Email on the Address tab of Vendor/Customer in Advantage. If the Notify VSS Registered Vendors Only (NOTIFY_VSS_REG_VEND_ONLY) parameter is true, then an email is sent to VSS-Registered vendors only. If the parameter is false, then an email is sent to all vendors with valid email addresses. Note: The VSS Registered flag on the eMall tab on the Vendor/Customer table will be checked if the vendor/customer is registered with VSS.
VECPLN	Initial Vendor Complaint Email	This email is used for sending the notification to the vendor against whom a complaint is registered.
VEFLUP	Follow-up Vendor Complaint Email	This email is used for sending notification to the vendor to follow-up on the initial complaint notification.
VLCPLN	Initial Vendor Complaint Letter	This letter is used for sending the notification to the vendor against whom a complaint is registered. This Email/Letter Type is used when the vendor to be notified does not have an email address.
VLFLUP	Follow-up Vendor Complaint Letter	This letter is used for sending notification to the vendor to follow-up on the initial complaint notification. This Email/Letter Type is used when the vendor to be notified does not have an email address.