What Does Your System Send, and to Whom?
Every operations system is also a mail server, an SMS gateway and a notification engine. Few organizations have ever listed what it sends, to whom, carrying what. A one-afternoon audit, the five columns that matter, and how we answer it for AWRA OpsHub.
Ask an operations manager what their system sends and they will name three things: invoices, purchase orders, password resets. The real list is usually forty. Approval reminders, stock alerts, digests, sync confirmations, supplier invitations, receipts — each one written by somebody, at some point, to solve a problem, and none of them ever reviewed together.
The short version
Make one table of every message your system sends. For each, record who receives it, whether it can be switched off, whether the same thing reaches people who do not read email, and how often it can repeat. Anything you cannot fill in is a message nobody owns.
Why nobody has the list
Messages accumulate the way spreadsheets do. Each was added for a good reason by whoever was building that part of the system, and each was tested on its own: does the purchase order email arrive? It does. Nobody tests the set. So the questions that only appear across the set — how many messages does an admin get on a Monday, which ones can nobody stop, which ones carry supplier bank details — never get asked.
The five columns
| Column | The question it answers | A bad answer looks like |
|---|---|---|
| Recipient | Our own people, an outsider, or the system’s vendor writing to us? | “Whoever is on the account” — nobody knows |
| Switch | Where is it switched off, and by whom? | Only by asking the vendor, or not at all |
| Second channel | Does the same notice reach people who do not read email? | Email only, so a filtered inbox loses it |
| Cadence and end | How often can it repeat, and when does it stop? | Daily, for as long as a condition is true |
| Payload | What data travels in the body? | Prices, bank details or personal data to a number nobody recognises |
The payload column is the one that finds problems
Notifications are written to be helpful, which means they carry detail. Read the body of each one and ask where it lands. A message that sends item prices, payroll figures or supplier bank details to a shared mailbox or a personal phone is a data flow, whatever it was called when it was built.
Sorting the list
Once the table exists, every row falls into one of four groups, and each group has a different rule.
| Group | Examples | The rule |
|---|---|---|
| To your own people | Low stock, approvals waiting, overdue deliveries, digests | Switchable, with a second channel |
| To outsiders | Purchase orders and quotation requests to suppliers, invoice reminders to customers | Switchable, and checked for payload |
| From the vendor to you | Subscription, billing and deletion notices | Always on, but spaced and finite |
| Sign-in and security | Password reset, sign-in links, verification | Always on, sent only when asked for |
How AWRA OpsHub answers the five columns
Every email the product sends to your own people has a row in Settings → Notification preferences, where it is switched off by people who manage settings. Each also lands as an in-app notice for the same people, under the same row, and the two switch independently — see mute the email, keep the alert. Emails to suppliers and customers have rows of their own. Reminders carry a cadence, and the notices we send you about your subscription are spaced so they are never daily — a notice you cannot switch off should get quieter sets out the schedule.
Confirmations of routine work, such as a successful sync to QuickBooks, start switched off; their failures stay on. Success is not news explains why.
If your audit asks for more
The audit usually surfaces one or two requirements specific to an organization. These are the ones we are asked to build most.
An exportable message register
Every message the system can send, its recipients and its settings, as a document for your records.
Redacted message bodies
Prices, amounts or personal data left out of a notification and shown only behind sign-in.
A sent-messages log per recipient
What was sent to one supplier or staff member, and when, on one screen.
How it works: bring your audit table, and we return a written scope and cost for the rows that need more.
Request a scopeWhat AWRA OpsHub does today
- A settings row for every email sent to your own people, switched by people who manage settings
- An in-app copy of each of those emails for the same people
- Separate rows for emails to suppliers and customers
- A cadence on every reminder, and spaced, finite notices from AWRA about your account
- Routine success confirmations switched off by default
More we can add to your workspace
- An exportable register of every message and its settings
- Redacted notification bodies that show detail only after sign-in
- A per-recipient log of sent messages
Where we point you to a specialist
- Password resets, sign-in links and email verification are sent whenever someone asks for one; they have no off switch, because they are the way back into an account.
Start your table this afternoon
What does an admin receive on a Monday morning?
Where to look
Their inbox, and the system’s notification bell.
What it tells you
The weekly load, and which messages repeat.
What does a supplier receive from us?
Where to look
Ask one supplier to forward the last month.
What it tells you
What leaves the building, and what it carries.
Which messages can nobody switch off?
Where to look
The settings screen, row by row.
What it tells you
The ones that need a cadence and an end.
Which messages go to a number or address we do not recognise?
Where to look
The recipient column.
What it tells you
A data flow to close today.
Know everything your system sends
Every notification in AWRA OpsHub is listed, switchable or spaced, and mirrored in the bell.
Talk to usFrequently asked questions
How do I audit the notifications my ERP sends?
List every message in one table with five columns: who receives it, where it is switched off, whether it also reaches people who do not read email, how often it can repeat, and what data it carries. Any row you cannot fill in is a message nobody owns.
Which notifications should never have an off switch?
Sign-in and security messages, such as password resets, which are sent only when someone asks, and the notices a vendor must send about the account itself, such as an expiring subscription. Those should still be spaced so they never arrive daily.
Can I switch off every AWRA OpsHub email to my team?
Yes, every email to your own people has a row in the notification settings. Notices from AWRA about your subscription, a scheduled deletion and support replies are the exceptions and are always sent.
What data should a notification email carry?
Enough to say what happened and link to the record. Prices, payroll figures and bank details are safer behind sign-in than in the body of an email.
