Creating and Managing Digest Schedules

This guide walks you through creating new email digest schedules and managing your existing schedules from the Email Digest management table. Whether you're setting up your first automated report or managing multiple digest schedules across your organization, you'll find detailed instructions for each step of the process.

Time Investment: Creating a digest schedule typically takes 5-10 minutes. Managing existing schedules requires minimal ongoing effort with quarterly recipient list reviews recommended.

Creating a New Email Digest Schedule

Creating an email digest schedule involves configuring when reports send, who receives them, and what data they include. The process is straightforward and typically takes 5-10 minutes to complete.

Creation Workflow Overview

flowchart TD
    Start[Navigate to Email Digest] --> Click[Click Create Digest Schedule]
    Click --> Description[Enter Description & Email Title]
    Description --> Recipients[Add Recipients]
    Recipients --> Orgs[Select Organizations]
    Orgs --> Schedule[Configure Schedule & Timing]
    Schedule --> Frequency[Set Frequency]
    Frequency --> Save[Create Digest Schedule]
    Save --> Done[Digest Active]

Accessing the Creation Form

1. Navigate to Email Digest from the main navigation menu
2. Click the Create Digest Schedule button (orange button in the top right)
3. The digest creation drawer opens on the right side of the screen

Configuring Basic Information

Description

Enter a descriptive name for your digest schedule. Choose names that clearly indicate the digest's purpose and audience.

Email Title

Customize the email title recipients will see in their inbox. The default title is "Your Revenue Digest" but customizing it helps recipients quickly identify the content.

Tip: Clear, specific email titles prevent your digests from being overlooked or filtered as spam.

Adding Recipients

Recipient Email(s)

Enter email addresses for everyone who should receive this digest. You can add multiple recipients using one of these methods:

• Comma-separated: [email protected], [email protected], [email protected]
• Line-separated: Press Enter after each email address

The system displays a counter showing how many addresses you've added (e.g., "0/100 emails" or "5/1000 emails"). This limit depends on your platform configuration.

Recipient Guidelines:

• Use valid email addresses only - the system validates format before saving
• Include both internal staff and external stakeholders as needed
• Consider creating separate digests for different audiences rather than one large recipient list
• Recipients don't need Revenue Recovery platform access to receive digests

Best Practice: For large distribution lists, consider using email groups managed by your organization's email system rather than individual addresses. This simplifies recipient management when staff changes occur.

Selecting Organizations

Organizations

Choose which organizations' data to include in the digest. This selection determines what claim information, performance metrics, and denial data appears in the report.

Selection Options:

• Single Organization - Select one specific facility (e.g., "Metro General Hospital")
• Multiple Organizations - Select several organizations to aggregate data (indicated by "+2", "+3", etc.)
• All Organizations - Include data from all organizations you have access to (this may appear as an all-organizations selection depending on your environment)

How Selection Affects Content:

Your organization selection directly impacts what recipients see:

• Dashboard widgets recalculate to show only selected organizations' metrics
• Denial patterns reflect only the chosen organizations' data
• Payer analysis includes only payers relevant to selected organizations
• Financial metrics aggregate across all selected organizations

For more details on organization filtering, see Digest Configuration Options - Organization Filtering.

Setting Schedule and Timing

Status

Choose whether the digest is:

• Active - Digest will send on the configured schedule
• Inactive - Digest is configured but won't send (useful for drafts or temporarily pausing)

Most digests should be set to "Active" upon creation.

Start On

Select the date when the digest schedule should begin. The system calculates the first send date based on this date and your frequency settings.

• Today - Digest begins sending according to the configured time and frequency starting today
• Future Date - Schedule the digest to begin on a specific future date
• Past Date - Generally not recommended; set a current or future date instead

Time

Set the time of day when the digest should send. Use the dropdown to select hours and minutes, then choose AM or PM.

Time Selection Tips:

• Morning hours (7-9 AM) - Good for daily operational digests billing teams review at workday start
• End of day (4-6 PM) - Suitable for executives who review reports after business hours
• Midday (11 AM-1 PM) - Effective for weekly summaries reviewed during team meetings

Timezone

Select the timezone for the send time. The dropdown includes major timezones with UTC offsets:

• ET - Eastern Time (US & Canada) UTC-5/-4
• CT - Central Time (US & Canada) UTC-6/-5
• PT - Pacific Time (US & Canada) UTC-8/-7
• Asia/Kolkata and other international timezones

Important: The digest sends at the specified time in the selected timezone, not the recipient's timezone. Choose the timezone most relevant to your primary audience.

Configuring Frequency

Frequency

Determine how often the digest sends:

Daily

• Sends every day at the specified time
• Best for operational teams needing daily updates
• Example: "Every day at 8:15 AM EST"

Weekly

• Sends once per week on a specific day
• Suitable for management review and team meetings
• Select the day of week during configuration

Monthly

• Sends once per month on a specific day
• Ideal for executive summaries and board reporting
• Select the day of month during configuration

The system displays a schedule summary showing your configuration, such as "Schedule: Every day at 8:15 AM IST," and calculates the next send date accordingly, such as "Next send: Tomorrow at 8:15 AM IST."

Saving Your Digest Schedule

Preview Report (Optional)

Before creating the schedule, you can optionally click Preview Report to see exactly what recipients will receive. The preview shows:

• All configured dashboard widgets with current data
• Formatting and layout
• Organization filtering applied correctly
• Email title

Previewing is helpful for validating your configuration, but it's not required to create the schedule.

Create Digest Schedule

Once you've configured all settings:

1. Click the Create Digest Schedule button (orange button at bottom right)
2. The system validates your configuration
3. If successful, the digest appears in your schedules table
4. The drawer closes automatically

Cancel

Click Cancel to discard the configuration and close the drawer without saving.

Managing Existing Digest Schedules

After creating digests, the Email Digest page displays all your configured schedules in a comprehensive table. Understanding this table helps you quickly find, sort, and manage your digests.

Understanding the Schedules Table

The digest schedules table shows all configured digests with the following columns:

Title

• The digest name you configured during creation
• Click the title to open the detail drawer (see Editing and Viewing Digest Details)

Frequency

• How often the digest sends: "Daily", "Weekly", or "Monthly"
• Quickly identify send cadence without opening the digest

Recipients

• Number of email addresses configured for this digest
• Example: "1", "5", "12"
• Doesn't display actual addresses in the table (view in detail drawer)

Organizations

• Which organizations' data the digest includes
• Shows organization names with indicators for multiple selections
• Example: "Metro General", "All organizations", "Westside Medical +2"
• "+2", "+3" indicate additional organizations selected

Next Send Date

• Calculated date and time when the digest will next send
• Format: MM/DD/YYYY
• Default sort: Ascending (nearest send date first)
• Click column header to reverse sort

Status

• Current state of the digest
• Active (green) - Digest is sending on schedule
• Inactive (if shown) - Digest is paused or disabled

Actions

• Three-dot menu (⋮) for individual digest actions
• Options: View Details, View Generated Reports, Edit, Download Reports, Delete (see Editing and Viewing Digest Details)

Sorting Schedules

Click any column header to sort the table by that column:

• Title - Alphabetical order
• Frequency - Groups Daily, Weekly, Monthly together
• Recipients - Numerical order (fewest to most)
• Next Send Date - Chronological order (default: ascending)

Click the header again to reverse the sort order.

Tip: Sorting by "Next Send Date" helps you quickly identify which digests are sending soon and may need review.

Searching for Schedules

Use the Search schedules bar at the top of the table to filter digests by name:

1. Click in the search field
2. Type any part of a digest title
3. The table instantly filters to show only matching digests
4. Clear the search to see all schedules again

Search is especially useful when managing many digest schedules across multiple teams or departments.

Quick Actions via Three-Dot Menu

Each digest row includes a three-dot menu (⋮) on the right side for individual actions:

• View Details - Open the digest detail drawer to the Details tab
• View Generated Reports - Open the digest detail drawer to the Generated Reports tab
• Edit - Open the digest in edit mode to modify configuration
• Download Reports - Download generated digest reports
• Delete - Permanently remove the digest schedule

For detailed information on editing and managing individual digests, see Editing and Viewing Digest Details.

Best Practices

Naming Conventions

Establish consistent naming conventions across your organization:

• Include frequency in the description: "Daily Operations Digest"
• Specify audience: "CFO Weekly Report"
• Add organization if managing multiple facilities: "Metro General - Weekly Summary"

Schedule Timing

Consider your audience's workflow when scheduling:

• Billing teams - Early morning (7-8 AM) for workday start
• Executives - Evening or end-of-day for review outside business hours
• Multi-timezone organizations - Choose a timezone and time that works for the majority

Recipient Management

• Start with small recipient lists and expand based on feedback
• Create separate digests for different roles rather than one large distribution
• Review recipient lists quarterly to remove departed staff

Organization Selection

• Single-facility organizations: Select specific organizations for targeted insights
• Multi-facility networks: Create both facility-specific and network-wide digests
• Department heads: Provide digests filtered to their areas of responsibility

Common Questions

Q: Can I create a digest that sends on the last day of each month?
A: Yes, the system supports Monthly frequency. You can configure it to send on a specific day of the month during configuration.

Q: What happens if I set a start date in the past?
A: The system calculates the next send date based on your frequency settings. If you set a past start date, the digest will begin sending at the next occurrence of your specified time and frequency.

Q: Can recipients unsubscribe from digests?
A: Recipients cannot self-unsubscribe. To remove a recipient, edit the digest and remove their email address from the recipient list.

Q: How many digests can I create?
A: There is no hard limit on the number of digest schedules. However, for performance and maintainability, we recommend consolidating similar digests rather than creating many highly specific schedules.

Next Steps

• Review digest details - See Editing and Viewing Digest Details to learn how to modify and monitor your digests
• Understand configuration options - Read Digest Configuration Options for advanced setup and troubleshooting
• Monitor delivery - Check the Generated Reports tab to track sent digests and delivery status