Utility CAD Email User Guide

This guide explains the emails Flight Vector sends, who receives them, which settings users can control, and which options administrators can configure. It is written for Utility CAD users and administrators, from both the end-user and administrator perspectives.

Summary: Flight Vector has several email paths. Some emails are automatic parts of the request workflow, some are selected by users through visible controls, and some are configured by administrators in specific feature areas. Removing EmailOverride does not create new email behavior. It allows the existing email behavior to reach real recipients.

Most Important Emails to Understand

• Request Confirmation Email
• Request Created notification
• Approval Request
• Approval Reminder
• Approval Timeout Cancellation
• Scheduled Confirmation
• Modified / Canceled / Uncanceled Work Period notifications

How Email Delivery Works

Most outbound emails use the same Flight Vector page/email delivery pipeline. The program builds a subject, body, recipients, optional CCs, and sometimes attachments. It then hands the message to the server email sender.

The From line normally appears as:

Flight Vector <configured email address>

For example, if the configured email address is [e-mail], users see the message as coming from Flight Vector at that address.

EmailOverride

EmailOverride is a server-side setting in Settings.ini.

When EmailOverride is set, normal intended recipients do not receive the email directly. The message is redirected to the override inbox, and the subject is annotated with intended targets such as (TO: [e-mail]).

Flight Request has been submitted (TO: ) (TO: [e-mail]_X)

When EmailOverride is removed, the same email logic runs, but the email goes to the real resolved recipients.

Request Lifecycle Emails

Request Confirmation Email

This email is sent when a request is submitted or a request group is cloned. It contains the request number, configured confirmation text, and a request PDF attachment.

Recipients without EmailOverride: requestor, Scheduler / Notification Email 3 as CC, Optional CC Recipients as CC, and global Auto CC if configured.

Notification Email 1 / Request Notification Email is also included as a recipient by the common send helper for requestor-targeted emails.

How the requestor is found: the system first uses Requestor Email from the form. If blank, it tries to look up the Requestor LAN ID / user identifier.

Control: no specific user/admin on/off switch was found. Subject and body are configurable.

Request Created Notification

This is a short internal notification sent immediately after the Request Confirmation Email.

Subject: Request Created
Body: Flight Vector has received a new request. Please log in to confirm request.

Recipients without EmailOverride: Notification Email 4 and global Auto CC if configured.

Control: no specific on/off switch was found. Clearing Notification Email 4 prevents a normal recipient.

This is intentionally different from the Request Confirmation Email. Request Created is an internal "new request exists" notice, and the code explicitly sends that one to Notification Email 4.

Approval Request

This email is sent when a request is routed to an approver or second approver. The subject begins with Approve a Request:.

It contains approval/decline links, configured approval text, optional below-AGL warning text, and a request PDF attachment.

Recipients without EmailOverride: approver or second approver, requestor as CC, Optional CC Recipients as CC, superintendent where applicable, Scheduler / Notification Email 3 as CC, and global Auto CC if configured.

Control: no specific on/off switch was found. It is avoided only when the workflow does not require that approver or no approver LAN/email is configured.

Approval Reminder

Approval reminders are sent when a pending approval has not been answered. The observed timing is around 48 hours and 96 hours.

Recipients without EmailOverride: same approver path, with requestor, Optional CC Recipients, superintendent where applicable, Scheduler / Notification Email 3, and global Auto CC copied.

Control: no specific reminder on/off setting or interval setting was found.

Approval Timeout Cancellation

If a pending approval has not been answered after about 10 days, the system sends a cancellation email and cancels the request.

Recipients without EmailOverride: approver, second approver, requestor, Notification Email 3, and global Auto CC if configured.

Control: no specific off switch was found. This path also changes the request status to canceled.

Scheduled Confirmation

This email is sent when the request reaches scheduled status. The subject begins with SCHEDULED:.

Recipients without EmailOverride: requestor, vendor email address, Notification Email 1, Notification Email 2, and global Auto CC if configured.

Vendor behavior: vendor emails come from the vendor record in Flight Vector. If a request group has work periods for multiple vendors, vendor copies are scoped so vendors only see their own work periods.

Control: no direct off switch was found. Content is configurable.

User-Controlled Email Inputs

Optional CC Recipients

Users may see a request form section named Optional CC Recipients. Each row contains optional LAN ID / user identifier, name, and email. If a LAN ID is entered, the system can auto-populate name and email.

A CC row is saved if a LAN ID is entered, or if both email and name are entered.

Optional CC Recipients are copied on Request Confirmation and approval-related emails. They are not generally added to Scheduled Confirmation, Request Created notification, Approval Timeout Cancellation, or work-period modification/cancellation/uncancellation emails.

Notify Checklist

Users may see a Notify checklist when saving or closing work periods.

Common choices include Vendor, Requestor, Approver, and Notification Email 1-4. The labels for Notification Email 1-4 are configurable.

The Notify checklist controls Modified Work Period, Canceled Work Period, and Uncanceled Work Period emails. It does not control the Request Confirmation Email.

Requestor Email and LAN ID

The Requestor Email field is the first source for requestor-directed emails. If it is blank, the system may still use LAN/user lookup. This affects Request Confirmation, Scheduled Confirmation, and other requestor-targeted lifecycle emails.

Administrator Settings

What Notification Email 1-4 Are For

The four Notification Email slots are reusable role inboxes. Their labels are configurable, but the defaults are:

• Notification Email 1: Request Notification Email
• Notification Email 2: Dispatcher Email
• Notification Email 3: Scheduler Email
• Notification Email 4: Pager Email

How they are used in the request workflow:

• Notification Email 1 / Request Notification Email is included on requestor-targeted emails by the common send helper. In practice, Request Confirmation and Scheduled Confirmation include it as a recipient. It is also used in some default email text as the contact email.
• Notification Email 2 / Dispatcher Email is used by the Scheduled Confirmation email.
• Notification Email 3 / Scheduler Email is used as Scheduler CC on Request Confirmation and approval-related emails, and as a recipient on approval-timeout cancellation.
• Notification Email 4 / Pager Email is used for the separate Request Created internal notification.

Implementation note: Notification Email 1 is added when an email is being sent to the requestor, not simply whenever the Notification Email 1 flag is selected by itself. That is why it shows up in requestor-targeted lifecycle emails, while Notification Email 4 is still the only explicit recipient for the separate Request Created notice.

• Notification Email 1-4: reusable role inboxes with configurable labels and addresses.
• Auto CC Email Address: global CC on outbound page/email messages. Does not send by itself.
• Request Confirmation Email Subject Line: controls Request Confirmation subject.
• Custom Request Confirmation Email Text: controls Request Confirmation body text.
• Custom Approval Email Text: controls approval email wording.
• Additional Text to Include in Emails: extra approval-related email text.
• Email Link Host: base host for approval links.
• Custom Scheduled Email Text: controls scheduled confirmation wording.
• Passenger reminder toggles: control company training and non-company waiver emails.
• Location Alert Emails to Notify: controls Required Notification recipients.
• Report Automation: controls report recipients, schedules, and PDF/CSV output.
• SMTP settings: control outbound transport and From address.

Other Email Activities

• Passenger waiver email: sent to non-company passengers missing waiver, if enabled.
• Passenger training email: sent to company passengers missing or expiring required training, if enabled.
• Required Notification email: sent when scheduled work intersects an active location alert / NOTAM boundary.
• Report automation email: sent according to configured report automation schedules.
• Plan import notification: sent when expected daily plan imports are not met.
• User import notification: sent for user import status/problem notices.
• Vendor portal password reset: sent to matching user email with reset token.
• Vendor portal manual email: sent from vendor portal to vendor-selected recipients.

Important Caveats

Blank requestor email is not always enough. If the form email is blank but the requestor LAN ID resolves to an email address, the system can still send to the requestor.

Optional CC Recipients are broader than they sound. They are copied on Request Confirmation and approval-related emails.

Scheduler CC and Requestor CC share a flag internally. A path that appears to add Scheduler CC can also pick up Optional CC Recipients.

EmailOverride masks real recipient behavior. While it is active, users may not notice what would normally be sent.

Recommended Checklist Before Removing EmailOverride

1. Confirm Notification Email 1-4 labels and addresses.
2. Review Request Confirmation subject and body.
3. Review Approval Request and Approval Reminder text.
4. Review Scheduled Confirmation text.
5. Decide whether passenger training/waiver reminder toggles should be enabled.
6. Review vendor records for email addresses.
7. Review location alerts and their Emails to Notify.
8. Review report automation recipients and schedules.
9. Test a request in a controlled environment without EmailOverride.
10. Prepare support messaging explaining why users may receive confirmations, approvals, reminders, or CCs.

Questions

Why did I get a request confirmation?

Because you were listed as the requestor, or your LAN/user identifier resolved to the requestor email.

Why was I copied on a request?

You may have been entered under Optional CC Recipients, added as a global Auto CC, or included through a notification role inbox.

Why did an approver receive a reminder?

The request remained pending approval for the configured hard-coded reminder interval.

Why did a vendor receive an email?

The vendor email may be stored in the vendor record and used when a request reaches scheduled status or when a work-period change notification includes Vendor.

Bottom Line

Flight Vector emails are not controlled by one single setting. There are automatic request lifecycle emails, user-selected notification emails, and feature-specific configured emails.

The Request Confirmation Email is automatic and does not have a specific off switch. The safest way to remove EmailOverride is to first confirm every recipient source and every configured notification inbox.