Emailing & Notifications — BuildOrch by Soluture

What actually gets sent

Three things leave the building.

Everything else stays a notification inside BuildOrch. Email is reserved for the moments where somebody outside the screen has to act.

✅

Approval notifications

The moment a record is submitted, the approvers on the matched level are emailed. When the decision comes back, the person who submitted it is told.

📄

Report email

Client-facing reports carry an Email button. Compose, attach the PDF and send from your own domain — the same document the client would have received by hand.

🕑

Reminders & escalation

A recurring sweep over open approvals chases what has gone quiet, with the waiting threshold set on the approval rule itself.

The send path

Queued, sent, logged, retried.

Email is the least reliable thing in any enterprise system. BuildOrch treats it that way.

QueuedNothing sends inside the click that triggered it. The message is written to a queue and the screen comes straight back — a slow mail server never becomes a slow application.

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DispatchedA background job picks it up and sends through Microsoft Graph or SMTP, from the sender configured for that legal entity.

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LoggedEvery message is recorded with its recipients, subject, status and the provider’s own error text if it failed. “Did the client get it?” becomes answerable.

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RetriedA failure is retried from the outbox, re-queueing the row that already exists rather than composing a second, slightly different message.

Sender per legal entityA quotation printed on one entity’s letterhead never leaves from another entity’s address. Global settings act only as a fallback.
Microsoft Graph or SMTPGraph is the default where you are already on Entra ID; SMTP is there for everyone else. Either way the credentials never touch the database — they are read from the key vault.
An outbox inside BuildOrchNot a mail client. A screen that shows what was sent, what failed and exactly why, with a retry that re-sends the same message rather than a new one.
Test environments cannot email clientsOutside production every message redirects to a nominated address, so a training database can never reach a real customer.
One hook, every approving moduleApproval notifications come from a single point in the approval engine, so estimation, enquiry package, progress claim, resource plan, section handover, quality issue, inspection and risk all behave identically.
Gated by its own security keyThe email settings screen and its endpoints sit behind a dedicated key — who can change the address your company sends from is a role decision, not a default.

The scheduler behind it

Reminders are jobs, not a cron file.

Recurring email runs on the same background engine as every other scheduled task, with progress, pause, retry and a job log.

🔄

Recurring jobs

Schedules live in the Job Center alongside every other background task, so a reminder sweep is inspected and controlled exactly like the rest.

⚖

Thresholds per rule

How long an approval may sit before it is chased is configured on the approval rule, not buried in code.

📈

Escalation

When a reminder is ignored past its threshold, the chase moves up the chain rather than repeating into the same silent inbox.

The approval finds the approver.