Weekly summary email

Most of WorkZerk's chasing points outward: a reminder to the contractor who has not sent their certificate, another to the one whose insurance lapses next month. None of it covers the pile waiting on you: uploads nobody has approved, documents about to run out, and ones that already have.

The weekly summary is one email a week that says what that pile looks like. It is off until you turn it on, you pick the day and the hour, and it only arrives when there is something in it.

Switching it on

Click Weekly summary at the top of the Requests screen, or go to app.workzerk.com/Account/Digest. Four settings:

• Send me a weekly summary. Off by default. Nothing sends while this is unticked.
• Day. Any day of the week. Monday by default.
• Time. Any hour, 8am by default. The summary arrives around that time.
• Send to. Leave it blank to use your account email. Set an address if the person who works the queue is not the person who owns the account, for example a shared operations inbox.

Click Save.

The hour is in your account time zone. With no zone set it falls back to UTC, which is almost certainly not what you want: 8am chosen in Brisbane would arrive at 6pm. The settings page says which clock it is using. Set your zone on Profile, and see Time zones for what else it affects.

What is in it

The subject is always "WorkZerk weekly summary: outstanding requests", so it is easy to find in your inbox or to filter. The email opens with the total, for example "3 items are waiting on you.", which is also the line most phones show in the notification preview.

The body has up to four sections, each with a count:

• Needs review. Files that have arrived that nobody has approved or rejected. Each name is a link that opens that file beside Approve and Reject. Nobody can finish while a file waits on your decision, so this is usually the section to work first.
• Expiring in the next 30 days. Dated documents with an expiry coming up.
• Already expired. Counted separately, because a lapsed certificate is out of compliance now rather than heading that way. Documents that expired more than a year ago are left out.
• Rejected uploads. Files you sent back in the last year.

Each section names up to five examples (who, which document, which portal, and the expiry date where there is one), with "and N more" underneath when there are others. A section with nothing in it is left out rather than printed as a zero.

At the bottom is a link to your Requests screen and a line saying which schedule the email is on.

An empty summary is not sent at all. A quiet week means a quiet inbox.

Sample data is left out. The sample portal and its uploads never appear in the summary, so an account with nothing but sample data gets no summary at all. The Requests screen still shows sample rows until you remove them.

Where the numbers come from

The counts come from the same data as the Requests screen, with the same 30-day expiry window, so the email and the screen agree. If the summary says four files are waiting on review, Requests shows the same four.

The summary does not count people who have not finished. For that, use Outstanding requests: everyone across every portal who still owes you something, with the requests holding the most people up ranked underneath.

Alongside automations

Automations are per-item and immediate: one email about one thing, at the moment it matters. Three of them can email you (Invite not opened, Upload not reviewed, Everyone has finished). The weekly summary is the whole queue at once, on your schedule.

A sensible pairing: Upload not reviewed at 2 days so a single stalled file reaches you quickly, and the weekly summary on Monday morning so nothing quietly piles up.

If it does not arrive

• Check there was anything to send. Open the Requests screen and see whether any of the four sections would have had anything in them.
• Check the day, the hour and the time zone. With no account time zone set, the hour is UTC.
• Check the address. If you set one, that is where it went, not to your sign-in email.
• Check your account email is confirmed. The summary only sends for an account whose email address has been confirmed.
• Check your spam folder, and whether that address has bounced before. A summary refused because of the address is not retried that day.
• Check Activity. Each summary appears there as Weekly summary, including one that bounced or was blocked before it left.

The summary does not use your monthly email allowance.

It sends at most once per day. If a send fails for a temporary reason, it tries again 15 minutes later, the same day.

Related articles

• Requests screen for all portals is what the summary counts.
• Reviewing and approving uploads covers the queue the first section counts.
• Automations covers the per-item reminders that run alongside it.
• Reports covers Outstanding requests.