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Can I get a vehicle arrival alert from Fleetwatch in DT4?

receive an email when a specific vehicle(s) arrive(s)

Fleetwatch FMS · Data Tools 4
How Do I Get an Email When a Specific Vehicle Arrives? (DT4)
A Vehicle Arrival Alert (alert type 22) emails you when a vehicle you pick arrives. Use it to catch a bus you’ve been waiting on, such as one that’s due for a repair or a recall, or one that hasn’t been seen in a while. You set it up in the Email Alert System under Utilities > System Utilities.
What counts as “arriving”? It depends on your equipment:
  • With gate readers (FRs at the gate): the alert goes out when the vehicle enters the property.
  • Without gate readers: the alert goes out when the vehicle is fueled, or serviced in a shop that has RIHs.
How it works: each new alert starts with a trigger count of 5. Everyone on the email list gets an email each time the vehicle arrives, up to 5 times (so a bus that fuels 5 times uses up all 5). After that, the alert expires. To turn an expired alert back on, open it and click Save (see Part 3).
Part Steps
1. Open the Email Alert System1–3
2. Add a Vehicle Arrival Alert4–11
3. Turn an expired alert back on, or edit it12–15
4. Delete an alert16–18

Part 1: Open the Email Alert System

First, log into Data Tools. The yellow numbers on the screenshots match the steps.

1 Click Utilities in the left menu.
2 Click System Utilities.
3 Click Email Alert System. The list of existing alerts opens.
Nothing opens? Your browser’s pop-up blocker may be stopping it. Allow pop-ups for your Data Tools site, then try again.
Data Tools 4: 1 Utilities, 2 System Utilities, 3 Email Alert System

Part 2: Add a Vehicle Arrival Alert

4 Click the small arrow next to Add New Alert.
Add New Alert button with 4 the drop-down arrow
5 Scroll down and select 22 – Vehicle Arrival Alert. The VEHICLE ALERT settings open.
Alert list scrolled down: 5 22 - Vehicle Arrival Alert, just above 23 - Vehicle Departure Alert

Fill in the settings:

6 Facility: leave it on 0000 – Global so the alert works at every facility.
7 Email List: enter the email address that should get the alert. For more than one address, separate them with a semicolon only, no spaces:
fleet.mgr@agency.org;fuel.desk@agency.org
8 Target Printer: leave it on None in most cases. Pick a printer only if you also want the alert printed.
9 Vehicle List: click the vehicle you want. To find it quickly, type the number in the Vehicle box at the top of the list, or narrow the list with the Division or Department drop-downs.
To pick more than one, hold Ctrl and click each vehicle, or click the first one and hold Shift while you click the last one to select a range. Each vehicle you pick gets its own alert, with its own trigger count.
Use 000000 – All Vehicles with caution. It sends an email for every vehicle that arrives. If you fuel 600 buses a night, that’s hundreds of emails.
VEHICLE ALERT settings: 6 Facility set to 0000 - Global, 7 Email List, 8 Target Printer set to None, 9 Vehicle List with Vehicle, Division and Department filters
10 Click Save in the toolbar.
Toolbar with 10 the Save button
11 Click OK on the Email Alert Successfully Added To The System message. The new alert appears in the list as alert ID 22, with a trigger count of 5.
Success: Email Alert Successfully Added To The System, with 11 the OK button

Part 3: Turn an Expired Alert Back On, or Edit It

12 In Available Alerts, click the 22 – Vehicle Arrival Alert row to select it.
13 Click Edit Selected Alert.
Available Alerts: 12 the selected Vehicle Arrival Alert row, 13 Edit Selected Alert, 17 Delete Selected Alert

The same toolbar has the Delete Selected Alert button (17) used in Part 4.

14 Change the email list or printer if needed, then click Save (same button as step 10). Click Save even if you didn’t change anything: saving resets the trigger count to 5 and turns an expired alert back on.
15 Click OK on the Email Alert Successfully Modified In The System message.
Success: Email Alert Successfully Modified In The System, with 15 the OK button

Part 4: Delete an Alert

16 Click the alert you want to remove to select it (same as step 12).
17 Click Delete Selected Alert (see the screenshot in Part 3).
18 Click OK on “Are you sure you want to delete this alert?”
Delete confirmation: Are you sure you want to delete this alert? with 18 the red OK button
Want to know when a vehicle leaves? Use 23 – Vehicle Departure Alert instead; set it up the same way. It only works if you have gate readers (FRs at the gate). Fuel lane and maintenance bay RIHs can’t tell when a vehicle leaves.
Tip: To see which alerts have been sent, open the EMAIL HISTORY tab in the Email Alert System, or run Reports > Facility > Email Alert History.
Alert emails not coming through? Check your spam or junk folder, then contact Fleetwatch Support.