Managing reconciliations can be challenging, especially when dealing with deadlines or approvals. Fortunately, BlackLine offers a robust alert system to keep you and your team informed and proactive. Configuring email alerts in BlackLine can help ensure that you never miss an important update or deadline.
Why Email Alerts Matter
Email alerts are invaluable in notifying team members when action is required. For example:
- Overdue Reconciliations: The system can alert preparers when a reconciliation becomes past due.
- Pending Approvals: Approvers can receive nightly emails summarizing reconciliations waiting for their review and approval.
These notifications ensure accountability and keep the reconciliation process running smoothly.
Watch this demonstration from Adam Riskin, our BlackLine practice leader to learn how easy it is to configure email alerts in BlackLine.
How to Configure Alerts
Follow these steps to set up and customize email alerts in BlackLine:
1. Navigate to the Manage Alerts Screen
The Manage Alerts screen is your control center for enabling and customizing alerts. On the left panel, you’ll find a list of available alerts that can be toggled on or off based on your team’s needs.
2. Activate Specific Alerts
Let’s say you want to alert preparers about overdue reconciliations. BlackLine offers two alert types:
- Key Reconciliations Overdue: Notifies preparers when key reconciliations are past due.
- Non-Key Reconciliations Overdue: Targets non-key overdue reconciliations.
To activate an alert:
- Select the desired alert.
- Click the “Activate Alert” option to turn it on.
3. Customize the Email Content
You can tailor the email subject line and body text to your preferences. Keep in mind:
- Variables in brackets (e.g., [Reconciliation Name]) dynamically populate with specific details. Avoid editing these.
- Adjust the overall message to align with your team’s tone or instructions.
4. Schedule Alert Delivery
Set the frequency and timing for the alert. Options include daily, weekly, or other scheduling preferences. For instance:
- Choose “Daily” from the dropdown menu.
- Set the desired time zone and delivery time (e.g., 3 AM Pacific Time).
5. Save and Verify
After configuring the settings, click the “Save” button. The alert’s status will change from gray to green, indicating it’s active.
Monitor Alert History
One of BlackLine’s standout features is its alert history. You can view the record of alerts sent, including the recipients and timing. This is helpful for auditing purposes or ensuring alerts are functioning as intended.
Maximize BlackLine Alerts for Your Team
With a bit of setup, BlackLine alerts can significantly enhance your team’s efficiency and accountability. Explore the full range of available alerts on BlackLine’s website and activate the ones that best suit your processes.
By leveraging email alerts, you can ensure your reconciliation workflow stays on track, helping your team focus on what matters most.
Read more about Accounting & Accounts Receivable:
7 Reasons Why Accounts Receivable (AR) Optimization is Crucial for CFOs
Importing Multiple Accrual Schedules into a Reconciliation With BlackLine
