Documentation

Digest Configuration Options

Detailed explanation of configuration options, best practices, and troubleshooting

This guide provides in-depth explanations of all email digest configuration options, helping you understand how each setting affects your automated reports. You'll find best practices for frequency selection, recipient management, organization filtering, and solutions to common configuration issues.

Frequency Configuration

Frequency determines how often your digest sends. Choosing the right frequency ensures stakeholders receive timely information without overwhelming their inboxes.

Daily Frequency

How It Works:

  • Digest sends every day at the specified time
  • No days are skipped
  • Includes weekends unless organization is closed

Best For:

  • Operational teams needing daily updates
  • Billing analysts monitoring active claim queues
  • Real-time performance tracking
  • Time-sensitive denial management

Example Use Cases:

  • "Daily Billing Team Update" - sends at 7:00 AM every day
  • "Active Claims Digest" - sends at 8:30 AM to highlight claims needing immediate attention
  • "End-of-Day Performance Summary" - sends at 5:00 PM with daily totals

Considerations:

  • Recipients receive 7 emails per week (including weekends)
  • Weekend emails may go unread if staff doesn't work weekends
  • Consider whether daily cadence provides meaningful new information each day

Weekly Frequency

How It Works:

  • Digest sends once per week on a specific day
  • You select the day of week during configuration (Monday, Tuesday, etc.)
  • Sends at the specified time on that day only

Best For:

  • Executive summaries and leadership updates
  • Team meeting preparation materials
  • Week-over-week performance comparison
  • Department head reporting

Example Use Cases:

  • "Monday Morning Team Brief" - sends Monday at 8:00 AM to prep for weekly team meeting
  • "Friday Executive Summary" - sends Friday at 4:00 PM summarizing the week
  • "Wednesday Mid-Week Review" - sends Wednesday at 12:00 PM for mid-week check-ins

Considerations:

  • Choose a day that aligns with your team's meeting or planning schedule
  • Monday mornings good for week-ahead planning
  • Friday afternoons good for week-in-review summaries

Monthly Frequency

How It Works:

  • Digest sends once per month on a specific day
  • You select the day of month during configuration (e.g., 1st, 15th, last day)
  • Sends at the specified time on that day only

Best For:

  • Executive summaries and leadership reporting
  • Board meeting preparation materials
  • Month-over-month performance comparison
  • Financial close reporting

Example Use Cases:

  • "First of Month Executive Report" - sends on the 1st at 8:00 AM for monthly review
  • "Mid-Month Performance Check" - sends on the 15th at 2:00 PM for progress tracking
  • "End of Month Financial Summary" - sends on the last day at 5:00 PM summarizing the month

Considerations:

  • Choose a day that aligns with your organization's monthly reporting cycle
  • First of month good for setting monthly goals
  • End of month good for performance summaries

Time of Day Selection

How It Works:

  • Choose hours (1-12), minutes (00-59), and AM/PM
  • Digest sends at this time on scheduled days
  • Time is in the selected timezone (see Timezone section)

Strategic Timing:

Early Morning (7:00-9:00 AM)

  • Arrives before workday begins
  • Recipients review as they start work
  • Best for operational teams and daily task lists

Midday (11:00 AM-1:00 PM)

  • Arrives during lunch or mid-morning break
  • Good for weekly team meeting prep
  • Less likely to be buried by morning email influx

End of Day (4:00-6:00 PM)

  • Arrives as workday ends
  • Suitable for executives reviewing after hours
  • Good for "end of day" summary reports

Evening/Night (7:00 PM+)

  • Arrives outside business hours
  • Recipients review next morning
  • Consider timezone implications for distributed teams

Considerations:

  • Test different times to see what generates highest engagement
  • Consider recipient work schedules and time zones
  • Avoid times when inboxes are typically flooded (e.g., 9:00 AM Monday)

Timezone Configuration

How It Works:

  • Select the timezone for the send time
  • Digest sends at the specified time in this timezone
  • Timezone does NOT adjust per recipient

Common Timezones:

  • ET - Eastern Time (US & Canada) UTC-5/-4 - Switches between EST/EDT
  • CT - Central Time (US & Canada) UTC-6/-5 - Switches between CST/CDT
  • PT - Pacific Time (US & Canada) UTC-8/-7 - Switches between PST/PDT
  • UTC - Universal Coordinated Time (no daylight saving)
  • International timezones - Asia/Kolkata, Europe/London, etc.

Critical Considerations:

Single Timezone for All Recipients

  • The digest sends at the configured time in the selected timezone
  • If you choose "ET - 8:00 AM", recipients in Pacific Time receive it at 5:00 AM PT
  • Recipients in Asia receive it in the middle of their night

Daylight Saving Time

  • Timezones with "UTC-5/-4" notation automatically adjust for daylight saving
  • Digest send time remains consistent in local time (8:00 AM EST becomes 8:00 AM EDT)

Multi-Timezone Organizations:

  • Choose the timezone where most recipients are located
  • Consider creating separate digests for different geographic regions
  • Document the timezone in the digest title (e.g., "Daily Update - ET")

Understanding Timezone Impact

Example Scenario:

  • Digest configured: 8:00 AM Eastern Time (ET)
  • Recipients across three timezones
Recipient LocationLocal Receive TimeConsideration
New York (ET)8:00 AMPerfect timing
Los Angeles (PT)5:00 AMToo early - may be ignored
London (GMT)1:00 PMAfter lunch - acceptable
Mumbai (IST)6:30 PMEvening - may wait until next day

Recommendation: For multi-timezone audiences, create separate digests with timezone-appropriate send times.

Next Send Date Calculation

How the System Calculates:

The "Next Send Date" shown in the schedules table is calculated based on:

  1. Current date and time
  2. Start On date
  3. Frequency (Daily, Weekly, Monthly)
  4. Time configured
  5. Timezone selected

Examples:

Daily Digest - 8:00 AM ET

  • Current time: April 6, 2026 at 6:00 AM ET

  • Next send: April 6, 2026 (today at 8:00 AM)

  • Current time: April 6, 2026 at 10:00 AM ET

  • Next send: April 7, 2026 (tomorrow at 8:00 AM)

Weekly Digest - Monday 9:00 AM

  • Current day: Friday
  • Next send: Next Monday at 9:00 AM

Monthly Digest - 1st of month 9:00 AM

  • Current date: January 15, 2026
  • Next send: February 1, 2026 at 9:00 AM

Why Next Send Date Matters:

  • Verify digest will send when expected
  • Identify configuration errors (if next send is much later than intended)
  • Plan around specific events (set digest to Inactive before next send if needed)

Recipient Management

Managing who receives digests ensures the right stakeholders get the right information while maintaining clean, efficient distribution lists.

Email Address Requirements

Valid Formats:

Invalid Formats:

  • Missing @ symbol: userexample.com
  • Spaces in address: user [email protected]
  • Multiple @ symbols: user@@example.com

The system validates email format before saving. Invalid addresses prevent digest creation or editing.

Adding Multiple Recipients

Comma-Separated Method:

[email protected], [email protected], [email protected]

Line-Separated Method:

[email protected]
[email protected]
[email protected]

Both methods work identically. Choose whichever is easier for your workflow.

Recipient Limits

The system enforces a maximum recipient count per digest:

  • Common limits: 100 emails, 1000 emails
  • Displayed as: "0/100 emails" or "15/1000 emails"

If You Hit the Limit:

  • Create multiple digests for the same schedule but different recipient groups
  • Use email groups/distribution lists managed by your organization's email system
  • Remove inactive recipients to free up slots

Internal vs. External Recipients

Internal Recipients:

  • Staff within your organization
  • Have email addresses in your organization's domain
  • May have Revenue Recovery platform access

External Recipients:

  • Consultants, partners, board members
  • Use external email addresses
  • Don't need platform access to receive digests

Best Practices:

  • No technical difference in how the system handles internal vs. external recipients
  • Consider data sensitivity when adding external recipients
  • Document who external recipients are and why they receive the digest

Email Groups and Distribution Lists

Recommended Approach:

Instead of adding 50 individual email addresses, use your organization's email system:

  1. Create an email group (e.g., [email protected])
  2. Manage group membership in your email system
  3. Add the group email to the digest as a single recipient
  4. When staff changes occur, update the group—digest configuration doesn't need editing

Advantages:

  • Centralized recipient management
  • Doesn't count against individual recipient limits
  • Easier to maintain as staff changes
  • Consistent with other organizational communications

Recipient Permissions

Do Recipients Need Platform Access? No. Recipients don't need Revenue Recovery login credentials or platform access to receive digests.

What Can Recipients See?

  • Dashboard widgets and performance metrics
  • Organization-specific data (based on digest configuration)
  • Formatted reports in email

What Can't Recipients Do?

  • Log into the platform
  • Drill down into claim details
  • Access more information than included in the digest

Security Considerations:

  • Digests contain potentially sensitive financial and operational data
  • Only add recipients who have appropriate business need
  • Consider email security (encryption, secure email gateways)
  • Review recipient lists regularly

Managing Recipient Changes

Adding Recipients:

  • Edit the digest
  • Add new email addresses to the recipient field
  • Save
  • New recipients receive the next scheduled digest

Removing Recipients:

  • Edit the digest
  • Delete email addresses from the recipient field
  • Save
  • Removed recipients immediately stop receiving digests

Best Practice - Quarterly Review:

  • Set a calendar reminder every quarter
  • Review all digest recipient lists
  • Remove departed staff
  • Add new team members
  • Verify external recipients still need access

Organization Filtering

Organization selection controls which facilities' data appears in the digest, enabling targeted reporting for specific facilities or aggregate reporting across multiple locations.

Single Organization Selection

How It Works:

  • Select one organization from the dropdown
  • Digest includes data only from that organization
  • All metrics, claims, and performance indicators reflect this single facility

Best For:

  • Facility-specific reporting
  • Location managers needing their facility's data only
  • Comparing performance across facilities (create multiple digests)

Example:

  • "Metro General Hospital Daily Digest"
  • Recipients: Metro General staff only
  • Data: Only Metro General claims and performance

Multiple Organization Selection

How It Works:

  • Select two or more organizations from the dropdown
  • Digest aggregates data across all selected organizations
  • Displayed in table with indicators: "+2", "+3" showing additional orgs

Best For:

  • Regional managers overseeing multiple facilities
  • Network-wide performance summaries
  • Executive reporting across the entire organization

How Aggregation Works:

  • Potential Revenue - Sum across all selected organizations
  • Denied Claims - Total count from all organizations
  • Payer Analysis - Aggregates all payers from selected organizations
  • Performance Metrics - Calculated across combined data

Example:

  • "Regional Weekly Summary"
  • Organizations: Metro General, Westside Medical, Community Clinic
  • Data: Combined metrics from all three facilities

All Organizations Option

How It Works:

  • In the Organizations dropdown, select the option that includes all organizations available to you
  • Digest includes data from every organization you have access to
  • Provides enterprise-wide view

Best For:

  • CFOs and senior leadership
  • Network-wide performance tracking
  • Board reporting

Considerations:

  • Very large data sets may affect digest generation time
  • Ensure recipients need this breadth of information
  • Consider whether facility-specific digests would be more useful

Organization Selection and Data Access

Important:
You can only select organizations you have permission to access. The organization dropdown shows only organizations where you have viewing rights.

Recipient Access: Recipients see the data from organizations you select, regardless of whether recipients themselves have platform access to those organizations. This enables you to share specific organization data with stakeholders who don't use the platform directly.

Example Scenario:

  • You have access to 10 organizations
  • You create a digest selecting 3 specific organizations
  • Recipients receive data from those 3 organizations only
  • Even if a recipient could log into the platform and access all 10, the digest shows only the 3 you selected

Best Practices for Organization Filtering

Match Audience to Organizations:

  • Facility managers → Their facility only
  • Regional directors → Their region's facilities
  • Executives → All organizations or regional groupings

Create Focused Digests:

  • Avoid "one digest for everyone" approaches
  • Create multiple targeted digests for different audiences
  • More specific data = more actionable insights

Document Organization Selection:

  • Include organization info in digest title
  • Example: "Metro General - Daily Update" vs. "Regional Network - Weekly Summary"
  • Recipients immediately know the scope

Review Organizational Structure Changes:

  • When facilities merge, close, or open, update digests
  • Remove closed facilities from selections
  • Add new facilities to appropriate digests

Status and Scheduling

Active vs. Inactive Status

Active Status:

  • Digest sends on the configured schedule
  • Next send date is calculated and displayed
  • Recipients receive emails automatically

Inactive Status:

  • Digest configuration is saved but no emails send
  • Next send date is not calculated
  • Useful for drafts or temporary pauses

Note: To change a digest's status between Active and Inactive, see Managing Digest Status in the Editing guide.

When to Use Inactive:

  • Creating a draft digest you'll set to Active later
  • Temporarily stopping sending during holidays or system changes
  • Preserving configuration for seasonal reports
  • Testing configuration before going live

Start Date Functionality

How Start Date Works:

  • Defines when the digest schedule begins
  • Combined with frequency and time to calculate first send
  • Affects next send date calculation

Setting Start Date to Today:

  • Digest begins sending today if current time is before configured send time
  • If current time is after configured send time, first send is tomorrow (Daily) or next occurrence (Weekly/Custom)

Setting Start Date to Future:

  • Digest doesn't send until start date arrives
  • Useful for planning ahead or launching digests on specific dates

Setting Start Date to Past:

  • System calculates next send as if schedule has been running
  • Next send is the next occurrence of configured day/time

Email Title Customization

Default Email Title

The default email title is:

Your Revenue Digest

While functional, customizing the email title provides important context and improves recipient engagement.

Effective Email Titles

Include Frequency:

  • "Daily Revenue Recovery Update"
  • "Weekly Performance Summary"
  • "Monthly Executive Report"

Specify Audience:

  • "Billing Team Daily Digest"
  • "CFO Weekly Review"
  • "Department Heads Monthly Summary"

Add Organization Context:

  • "Metro General - Daily Claims Update"
  • "Regional Network Performance - Weekly"
  • "Enterprise Dashboard - Monthly"

Combine Elements:

  • "Metro General Billing Team - Daily Update"
  • "Regional Weekly Summary - Revenue Recovery"
  • "Executive Monthly Performance - All Facilities"

Email Title Best Practices

Keep It Clear and Specific:

  • Recipients should immediately know what the email contains
  • Avoid vague titles like "Report" or "Update"

Use Consistent Formatting:

  • Establish a format and use it across all digests
  • Example format: [Organization] - [Frequency] [Purpose]

Avoid Spam Triggers:

  • Don't use all caps: ❌ "URGENT DAILY UPDATE"
  • Avoid excessive punctuation: ❌ "Revenue Update!!!"
  • Skip misleading urgency: ❌ "IMMEDIATE ACTION REQUIRED"

Test with Recipients:

  • Ask recipients if email titles are helpful
  • Adjust based on feedback

Preview and Testing

Using Preview Report

The Preview Report feature is available to help you validate digest configuration before it sends. While optional, previewing can be helpful:

  1. Click Preview Report button (if you want to preview)
  2. Review the rendered digest
  3. Verify:
    • Data appears correctly
    • Organization filtering is applied
    • Widgets display as expected
    • Formatting is clean and readable

Why Preview Can Be Helpful:

  • Catch configuration errors before recipients see them
  • Verify organization selection produces expected data
  • Ensure digest appearance meets expectations
  • Build confidence in automated reporting

Note that previewing is not required to create or save a digest schedule.

Testing Best Practices

Start with a Test Digest:

  1. Create a digest with only your email address as recipient
  2. Set it to send immediately (Daily, today's date, current time + 5 minutes)
  3. Wait to receive the test
  4. Review the actual email
  5. Once satisfied, create the production digest with full recipient list

Validate Organization Data:

  • Preview with different organization selections
  • Verify data changes appropriately
  • Ensure no unexpected organizations appear

Test Timing:

  • For critical digests, do a dry run
  • Create a test version that sends at an off-hour
  • Verify send time is correct in your timezone

Troubleshooting Common Issues

Use this decision tree to quickly diagnose and resolve common email digest issues:

graph TD
    Issue{What's the problem?}
    Issue -->|Not sending| NotSending
    Issue -->|Wrong data| WrongData
    Issue -->|Wrong time| WrongTime
    Issue -->|Recipients not receiving| NotReceiving
    
    NotSending{Check Status}
    NotSending -->|Active| CheckDate[Check Next Send Date]
    NotSending -->|Inactive| ChangeActive[Change to Active]
    
    WrongData{Check Orgs}
    WrongData -->|Wrong orgs selected| FixOrgs[Edit & select correct orgs]
    WrongData -->|Orgs correct| CheckDashboard[Compare to dashboard]
    
    WrongTime{Check Timezone}
    WrongTime -->|Wrong TZ| FixTZ[Edit timezone setting]
    WrongTime -->|TZ correct| CheckDST[Verify DST adjustment]
    
    NotReceiving{Check Generated Reports}
    NotReceiving -->|Shows sent| CheckSpam[Ask recipients: check spam]
    NotReceiving -->|Shows failed| CheckEmails[Verify email addresses]

Digests Not Sending

Symptom: Expected digest didn't arrive on schedule

Troubleshooting Steps:

  1. Check Status

    • Open digest detail drawer
    • Verify Status is "Active"
    • If Inactive, change to Active and save

  2. Verify Next Send Date

    • Check schedules table for Next Send Date
    • Ensure it's not in the future (may have miscalculated)
    • If date looks wrong, review frequency and start date settings

  3. Review Generated Reports

    • Open Generated Reports tab
    • Check if digest actually sent but recipients didn't receive
    • Look for failed delivery status

  4. Confirm Frequency Configuration

    • Verify frequency matches expectations (Daily vs. Weekly vs. Monthly)
    • For Monthly, ensure the configured day of month hasn't already passed
    • Check that time hasn't already passed for today

Recipients Not Receiving Emails

Symptom: Digest sends (per Generated Reports) but recipients report not receiving

Troubleshooting Steps:

  1. Check Spam/Junk Folders

    • Ask recipients to check spam folders
    • If found there, have them mark as "Not Spam"

  2. Verify Email Addresses

    • Open digest detail drawer
    • Check recipient email addresses for typos
    • Confirm addresses are current (staff may have changed emails)

  3. Email System Allowlist

    • Confirm your organization's email system allows emails from Revenue Recovery domain
    • Work with IT to add sender to allowlist if needed

  4. Recipient Count Limit

    • Check if you've exceeded recipient limit
    • System may have truncated recipient list

  5. External Recipient Restrictions

    • Some organizations block external recipients
    • Verify external addresses are allowed

Incorrect Data in Digests

Symptom: Digest arrives but data doesn't match expectations

Troubleshooting Steps:

  1. Verify Organization Selection

    • Open digest detail drawer
    • Check Organizations field
    • Ensure correct organizations are selected

  2. Check Date Range (if configurable)

    • Some widgets may have date range settings
    • Verify date ranges match expectations

  3. Review Dashboard Widgets

    • Log into platform and view dashboard directly
    • Compare platform dashboard to digest content
    • If platform data is also unexpected, issue may be with data sync, not digest

  4. Preview Before Next Send

    • Click Preview Report
    • Verify data looks correct in preview
    • If preview is wrong, adjust configuration

Schedule Timing Issues

Symptom: Digest sends at unexpected times

Troubleshooting Steps:

  1. Verify Timezone

    • Open digest detail drawer
    • Check Timezone setting
    • Ensure it matches your expectations
    • Remember: Timezone applies to all recipients, not per-recipient

  2. Daylight Saving Time

    • Some timezones auto-adjust for DST
    • Verify UTC offset matches current season
    • Consider using fixed UTC timezone if DST causes confusion

  3. Check Time Format

    • Verify AM/PM is correct
    • 8:00 PM is very different from 8:00 AM

  4. Review Next Send Date

    • Compare calculated next send to your expectations
    • If different, frequency or start date may be misconfigured

Permission Errors

Symptom: Cannot create, edit, or delete digests

Troubleshooting Steps:

  1. Check Your Role

    • Verify you have Administrator or Contributor role
    • Viewers cannot manage digests
    • Contact your administrator to adjust permissions if needed

  2. Organization Access

    • Ensure you have permission to view selected organizations
    • You cannot create digests for organizations you don't have access to

  3. Browser Issues

    • Try clearing cache and refreshing
    • Try a different browser
    • Ensure browser is up-to-date

Email Validation Errors

Symptom: Cannot save digest due to recipient email errors

Troubleshooting Steps:

  1. Check Email Format

    • Ensure all addresses have @ symbol
    • Remove spaces from addresses
    • Verify proper domain format (.com, .org, etc.)

  2. Check Separators

    • Use commas or line breaks between addresses
    • Don't use semicolons or other separators

  3. Count Recipients

    • Verify you haven't exceeded limit (e.g., 100 or 1000 emails)
    • Remove addresses if over limit

  4. Remove Special Characters

    • Some special characters may not be allowed
    • Stick to standard email format

Common Questions

Q: Can I send digests to recipients in different timezones at their local time?
A: No. Digests send at the configured time in the selected timezone for all recipients. To accommodate multiple timezones, create separate digests with different timezone settings for each region.

Q: Why does my digest show organizations I didn't select?
A: Verify the organization selection in the detail drawer. If incorrect organizations appear, edit the digest and re-select the correct organizations. If the issue persists, contact support.

Q: Can I include custom content or notes in the digest?
A: Currently, digests include dashboard widgets and standard metrics. Custom text or notes cannot be added. Use the email title to provide context.

Q: What happens if I delete an organization that's included in a digest?
A: If an organization is deleted from the system, digests referencing it may fail or show incomplete data. Review and update digests to remove deleted organizations.

Q: Can recipients reply to digest emails?
A: Check with your administrator. Reply functionality depends on how the email system is configured. Typically, digests are sent from a no-reply address.

Q: How do I know if my digest is working correctly?
A: Create a test digest with only your email as the recipient. Verify you receive it as expected. Review the Generated Reports tab regularly to confirm ongoing successful delivery.

Next Steps

Updated 6 days ago