Setting Up Customised Emails

Modified on Wed, 14 Oct at 11:36 AM

Make every report email sound like your agency. Set your own subject lines and email wording once for each inspection type, add tags that fill in the property details automatically, and preview how the email will look in an inbox before you save. You can even include a summary of the report, such as Maintenance Required or Our Summary, directly in the email.

The best part: the wording you set in the app is also used in the PIM Cloud Dashboard, so owners, tenants and your team get the same consistent message wherever you send from.

Why customise your emails?

Look professional. Use your own agency’s wording and terminology instead of PIM’s defaults.
Find reports faster. Put the property address in the subject line so every report is easy to spot in an inbox.
Say the right thing to the right person. The inspector, owner-landlord and tenant each get their own wording.
Put the key findings in front of people. Include report summaries such as Maintenance Required or Our Summary right in the email, so recipients see what matters without opening the PDF.
Save time. Tags fill in the address, dates and names for you, so there is nothing to retype.
Set it once. Your wording is used in the app and in the PIM Cloud Dashboard.

How it works

You set up three things for each inspection type — Routine, Condition Report, Bond Report, Cleaning/Maintenance or Tenant Inspection. Work through them in this order:

Subject: one shared subject line used for the Inspector, Owner-Landlord and Tenant emails.
Tags: placeholders such as Address, Inspection Type and Date that PIM replaces with real inspection details, and report summaries, when the email is sent.
Email body by recipient: a separate body for the Inspector, Owner-Landlord and Tenant.

Where to find it: In the PIM app, go to Settings > PIM Admin > Customise Emails. Changes apply to emails sent from the app and, once the inspection is synced, from the PIM Cloud Dashboard.

Open Customise Emails

Each inspection type has its own subject and three email bodies, so you can word Routine emails differently from Bond or Tenant Inspection emails.

1Tap Settings > PIM Admin > Customise Emails.

2Tap the inspection type you want to customise. For this example, tap Routine Inspection Report.

You will see PIM’s default wording. You can keep it, tweak it, or replace it with your own.

Tip: Repeat this for every inspection type you use. Customising Routine does not change Condition Report, Bond Report, Cleaning/Maintenance or Tenant Inspection emails.

Set the Subject Line

There is one subject line per inspection type. It is shared across the Inspector, Owner-Landlord and Tenant emails, so the same report is easy to find no matter who it was sent to.

1On the Customise Emails screen, tap into the Subject field.

2Type your subject, or keep the default, for example Routine Inspection Report for <<address>>.

3Tap the tag chips under the field — Address, Inspection Type and Date — to insert the details you want filled in automatically. Tap All tags for the full list.

4Watch the character count under the field. Inbox apps often shorten long subjects, so if the count turns orange, shorten your wording so the important part (usually the address) still shows.

Routine Report email settings with subject, tag chips, inbox preview and recipient emails

Tip: Put the property address near the start of the subject so it still shows when the inbox shortens the line. A good pattern is Routine Inspection Report for <<address>>.

Insert Tags

Tags are placeholders that PIM replaces with real inspection details when the email is sent. If a detail is not on the inspection — for example there is no owner name — that tag is left blank, so an email might simply begin “Hello” rather than “Hello Sam Taylor”.

1Place the cursor where you want the detail to appear, either in the subject or in a recipient email.

2Tap a chip such as Address, or tap All tags (subject) or Insert Tag (email body) to open the full list.

3In the Insert Tag sheet you can search, browse by group — Property, Inspection, People and Inspection Summaries — and tap a tag to insert it. A tick means that tag is already in the text.

Inspection summary tags, such as Maintenance Required, Our Summary and Suggested Improvements, insert the notes from those areas on the inspection. Only summary areas you actually use on this device are offered.

Tip: Tags look like <<address>> in the template. Do not edit the angle brackets — PIM needs the tag exactly as inserted. The inbox preview and the real email show the filled-in value, not the tag.

Include Report Summaries in Your Emails

NEW New Inspection Summaries tags let you pull the call-out sections from your report straight into the email. Tags such as Maintenance Required, Our Summary and Suggested Improvements insert the notes you wrote in those areas of the inspection into the email sent to the recipient.

Why include summaries?

Key findings up front. Owners, landlords and tenants see the important points in the email itself, without opening the PDF first.
Faster action. Maintenance Required notes in the email make it easy for an owner to approve repairs or a tenant to follow up on items quickly.
Fewer follow-up calls. When the summary is already in the email, there is less need to explain the report afterwards.
The right focus for each person. Include the summaries that matter to each recipient. For example, Maintenance Required for the owner and For Your Attention for the tenant.
Nothing extra to type. The notes come straight from the inspection, so your email always matches the report.

How to add a summary to an email

1Open Settings > PIM Admin > Customise Emails, choose the inspection type, then tap the recipient email you want to edit, for example Owner-Landlord Email.

2Place the cursor where you want the summary to appear, then tap Insert Tag.

3Under Inspection Summaries, tap the summary you want, such as Maintenance Required or Our Summary.

4Go back to save, then tap Done on the Customise Emails screen.

Example: Hello <<ownerName>>, please find attached your Routine Inspection Report. Maintenance required: <<maintenanceRequired>>. Kind Regards.

Note: Only summary areas you use on this device are offered. If an inspection has no notes in that area, the tag is left blank, so check that your wording still reads well without it.

Use the Inbox Preview

The Inbox Preview card shows how your subject and the start of the email will look in a typical inbox. It uses sample data, not a live inspection.

As you edit the subject, the preview updates immediately. Tags are replaced with the real property, people and dates only when the email is actually sent.

Tip: If the preview subject looks cramped or cuts off, shorten it until the address, or the wording you care about most, is clearly visible.

Customise Each Recipient Email

The subject is shared, but the email body is not. The inspector, owner-landlord and tenant each have their own wording, because each needs a different message.

1Under Email Body by Recipient, tap the recipient you want to edit:

Inspector Email: sent to you when you submit this inspection, and when sharing reports.
Owner-Landlord Email: sent to the owner when you share a report from Documents.
Tenant Email: sent to the tenant when you share a report from Documents.

2Edit the wording. Tap Insert Tag in the top right to add inspection details the same way as in the subject.

3Go back when you are finished. The email is saved as you leave the screen.

4Repeat for the other recipients, then tap Done on the Customise Emails screen to save everything.

Tip: Owner and tenant emails are a good place to ask for action, for example to arrange maintenance items. The inspector email can stay shorter, as it is mainly for your own records.

Note: If you tap Cancel or the close button on the Customise Emails screen, any unsaved subject and email edits for that inspection type are discarded.

Reset to PIM’s Defaults

Need to start again for one inspection type? You can restore PIM’s standard subject and all three emails without affecting your other inspection types.

1Open the inspection type you want to restore.

2Tap Reset in the top right.

3Confirm Reset to Defaults.

Note: This replaces your customised wording for that inspection type only, and cannot be undone.

Where Your Emails Are Used

Once saved, your wording is used automatically. You do not need to pick it each time you send.

In the PIM app

Submitting an inspection uses the Inspector email.
Sharing a report from Documents uses the matching Inspector, Owner-Landlord or Tenant email, and the shared subject, for that inspection type. See Sharing Reports and Photos for more.

In the PIM Cloud Dashboard

After the inspection is synced, the same wording is used when you email a generated report from the Documents tab of the PIM Cloud Dashboard. Open the ⋮ menu on a report:

Send from PIM > Send to Inspector emails the existing PDF as an attachment, using your Inspector wording.
Open in your email app > Send to Owner/Landlord or Send to Tenant opens a draft in your own mail app, using that recipient’s wording plus a PDF Report Link. The message comes from your email address, not a PIM address.

PIM Cloud Dashboard screenshot: report menu

Note: A default mail app must be set on your device or browser for owner and tenant drafts to open. If nothing opens, set a default email app and try again, or copy the message and paste it into webmail.

Add Your Office Signature (iPhone / iPad Mail)

If you use your iPad or iPhone for work email, add your office branding to your signature. It then appears on emails you send to owners, tenants and yourself from the Reports / Documents screen in PIM.

1Make sure Mail is set up on the device.

2Go to your device Settings > Mail > Signatures and add your office branded signature.

Tip: For a formatted signature, open an existing email in Mail, tap the signature, select the text and images you want, copy them, then paste into the signature box in Settings.

Tag Reference

These tags can be inserted into the subject or any recipient email. Empty inspection fields are sent as blank.

Property

Tag	What it inserts	Tag text
Property Address	The property address	`<<address>>`
Suburb	The suburb	`<<suburb>>`
Postcode	The postcode	`<<postcode>>`

Inspection

Tag	What it inserts	Tag text
Inspection Type	The full report name, for example Routine Inspection Report	`<<inspectionType>>`
Inspection Date	The inspection date	`<<inspectionDate>>`

People

Tag	What it inserts	Tag text
Inspector Name	The inspector’s name	`<<inspectorName>>`
Inspector Email	The inspector’s email address	`<<inspectorEmail>>`
Inspector Role	The inspector’s role	`<<inspectorRole>>`
Tenant Name	The tenant’s name	`<<tenantName>>`
Tenant Email	The tenant’s email address	`<<tenantEmail>>`
Owner Name	The owner’s name	`<<ownerName>>`
Owner Email	The owner’s email address	`<<ownerEmail>>`

Inspection Summaries

Only shown if that area is active on this device.

Tag	What it inserts	Tag text
Maintenance Required	Notes from the Maintenance Required area	`<<maintenanceRequired>>`
Our Summary	Notes from the Our Summary area	`<<ourSummary>>`
Suggested Improvements	Notes from the Suggested Improvements area	`<<suggestedImprovements>>`
Tenant Summary	Notes from the Tenant Summary area	`<<tenantSummary>>`
For Your Attention	Notes from the For Your Attention area	`<<forYourAttention>>`
Specific Actions For This Inspection	Notes from the Specific Actions area	`<<specificActions>>`