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Aptify Renewal Reminders Part 1

VIDEO TRANSCRIPT | Recorded: 2017-04-27 | Verify against current system state

Abstract

Troubleshooting walkthrough of the Aptify renewal reminder process. Demonstrates how to verify message delivery using contact logs and message administration views. Shows investigation of a failure where only 30-day reminders sent but 15-day, 0-day, -15-day, and -25-day reminders did not send.

Key Procedures

  • Navigate to AANP General > Memberships to view contact logs
  • Create view filtered by date in Message Administration
  • Use "greater than or equal to" for date filtering (due to time component)
  • Filter by message template to isolate specific reminder types
  • Compare contact log count to message sent count
  • Extract IDs of already-sent messages to exclude from retry

Notable Statements

  • 0:00:00 "The renewal reminder process sends renewal reminders and creates a contact log so that when membership comes in they can see who has received renewal messages"
  • 0:00:20 "You can see all the contact logs it's been creating and right now there's 17,000"
  • 0:00:52 "I actually created myself a few contact logs today so I could see... Oh it looks like it stopped. 30 days. There's none after 30 days"
  • 0:01:08 "There should be 15 days, zero days, negative 15, and negative 25" [ACTIONABLE]
  • 0:01:28 "I went to message administration and created a view that had... The date started greater than or equal to today"
  • 0:02:01 "It made 17 contact logs and it also only sent 17 records" [DATED - specific incident]
  • 0:02:22 "We're going to have to get each of these IDs and exclude them from the view that it pulls to send the messages so they don't receive it twice"

Systems & Configurations

Systems Mentioned

  • Aptify (contact logs, message administration, renewal process)

Specific Configurations

Item Value/Setting Timestamp Notes
Contact logs location AANP General > Memberships 0:00:16 View for membership team
Current log count 17,000 0:00:28 Growing continuously
Renewal intervals 30, 15, 0, -15, -25 days 0:01:08 Standard reminder schedule
Failed messages 30-day only sent (17) 0:02:01 Other intervals missed

Credentials/Access Mentioned

  • Aptify admin access for message administration

Vendor Contacts Mentioned

None mentioned in this recording.

Errors & Troubleshooting

  • Issue: Renewal reminders stopped after 30-day messages
  • Cause: Unknown - process interrupted
  • Resolution: Extract sent IDs, exclude from view, rerun

  • Timestamp: 0:01:08

  • Issue: Contact log view may crash with too many records

  • Cause: 17,000+ records loading at once
  • Resolution: Add date filter prompt [ACTIONABLE]
  • Timestamp: 0:00:38

Transcript Gaps & Quality Notes

  • Brief diagnostic recording (3 minutes)
  • Part 1 of multi-part series
  • Actual fix process cut from recording
  • Date filtering technique demonstrated
  • Historical process documentation from 2017