External Email and Letter Configuration (ELGT)

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.

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.

Configuration Points:

Comments from a specific VCM document 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 document. 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.

The following is a list of emails that are generated by VSS. 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.
EMACHG	Email Address Change	If a user changes their email address on the User Information section 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 document is submitted to Final.
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 document 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.
NOTINAW	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.
RSPMOD	Solicitation Response Modified	Notifications are sent when a modified Solicitation Response document is finalized in VSS. Solicitation Response documents can be modified up until the Solicitation Closing Date and Closing Time is reached. The email is sent to the person who submitted the document and the person who originally created the prior version of the document.
SOLAMD	Solicitation Amendment	When a Solicitation is modified, a notification is sent to all vendors who have already responded to that Solicitation.
SOLCAN	Solicitation Cancellation	When a Solicitation is cancelled, a notification is sent to all vendors who have already responded to that Solicitation.
SOLRSP	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 document and the person who originally created the document.
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 the Solicitation is not Vendor List Restricted, then in addition to the Vendor List Vendors, vendors who are registered for the 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.
VDOVBD	Vendor Overbid for Surplus Auctions	Notifications are sent to the vendor during auction bids when they are outbid. In the case of a normal auction (surplus) a notification is sent when someone submits a higher bid. In the case of a reverse auction, a notification is sent when some submits a lower bid. This is calculated on a line-by-line basis.
VDUNBD	Vendor Under for Solicitations	Notifications are sent to the vendor during auction bids when they are outbid. In the case of a normal auction (surplus), a notification is sent when someone submits a lower bid. In the case of a reverse auction, a notification is sent when some submits a higher 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.

The following is a list of emails or letters that are generated by Advantage. Please refer to the appropriate run sheet guide for detailed information on the batch jobs that generate the emails and letters.

Email/Letter Type	Email/Letter Title	Description
ADDTIN	Add Vendor to Existing TIN Letter	This letter is generated when a new inactive vendor/customer record is inserted on the VCUST table and if another vendor/customer code with the same TIN currently exists on the VCUST table. The letter is sent to the 1099 address associated with the TIN.
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 document 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 document 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 document 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.
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 Account Type Account Number Routing ID Number
CHGLEG	Change to Legal Information Letter	This letter is generated when a VCM document goes to Final, the VSS-Initiated flag in the Header is selected, if the TIN or TIN Type are updated on the VCUST 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.
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 section of VCUST 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 section on the Vendor/Customer (VCUST) table will be checked if the vendor/customer is registered with VSS.
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 section on the Vendor/Customer (VCUST) 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 section of VCUST 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 section on the Vendor/Customer (VCUST) table will be checked if the vendor/customer is registered with VSS.
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.
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 section of VCUST 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 section on the Vendor/Customer (VCUST) table will be checked if the vendor/customer is registered with VSS.