You can send the report of one incident by email from the page of the incident. For example, you can send it to a manager, a board member or the owner of the property. Each recipient gets an email with the incident report attached as a PDF file.
Incidents are part of the Community Log. In the app, the navigation item of the Community Log shows the name Reporting.
Before you start
- The Community Log must be on for your community.
- Your role needs Incident documentation set to Add & edit. By default, the Admin, Supervisor and Gate Attendant roles have this permission. If you do not see Share on the page of an incident, ask your community Admin about the permissions of your role.
Share an incident by email
1. Select Reporting in the navigation. Then select the Incidents tab.
2. Select the incident to open its page.
3. Select Share in the bar at the top of the page. On a phone, select the actions button (⋮), then select Share via Email.
4. The Share Incident Report dialog opens. The type of the incident shows under the title.
5. Add one or more recipients. You can use the two methods together:
- To add a staff member, select the row of the person in the Select Staff Members list. The list shows the people with the Admin or Gate Attendant role. To find a person, type two or more letters in the search field.
- To add a different email address, for example the address of a homeowner, type the address in the Add Custom Email (e.g., homeowner) field. Then select +, or press Enter.
6. Look at the recipients at the top of the dialog. Recipients shows the count, and each recipient shows as a chip. To remove a recipient, select the remove icon on its chip.
7. Select the send button. The button shows the number of recipients, for example Send to 2 Recipients.
When the email is sent, a message shows the number of recipients, for example "Incident report sent to 2 recipients". To close the dialog and send nothing, select Cancel.
The app checks each address that you type before it adds the address. You see one of these messages when the address is not correct:
- "Please enter a valid email address": the address is not a valid email address.
- "This email has already been added": the address is already in the list.
- "This email is already selected from staff users": you selected the same person in the staff list.
What the recipient gets
Each recipient gets an email from MyWatchtower. The subject is "Incident Report:" and the type of the incident. The email shows:
- The name of the community.
- The type of the incident.
- The date and time of the incident, in the time zone of the community.
- The address of the property, if the incident has a property.
- The name of the person who shared the incident.
The incident report is attached to the email as a PDF file. The name of the file has the type and the date of the incident. The recipient does not need a MyWatchtower account to read the email or the PDF file.
If a recipient has a MyWatchtower account, the email follows the notification settings of that person. A person who turned off the email for shared incident documents does not get it.
To download the report yourself, select Export on the page of the incident. Then select PDF or CSV. Export shows when your role has Reported incidents set to Add & edit.
Need help?
On a computer, select Help Center in the navigation. On a phone, select Help in the account menu. Each one opens the MyWatchtower support page. You can also speak to the management office of your community.