---
title: "How do I manually generate and send email notifications?"
slug: "how-do-i-generate-email-notifications-manually"
updated: 2026-06-10T11:19:12Z
published: 2026-06-10T11:19:12Z
canonical: "help.cintra.co.uk/how-do-i-generate-email-notifications-manually"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I manually generate and send email notifications?

**Cintra iQ** allows you to define email notifications to inform people when a certain data condition is met. A data condition is made up of a set of fields, criteria and potentially filters which determine what type of email notification is sent.

> [!NOTE]
> **Idea:** You can set up an email definition to notify a recipient when a new starter's record has come onto the system, or set up definition to notify when a qualification is about to expire. And when the data condition is met, you can send an email notification to the relevant recipients.

> [!WARNING]
> **Important:** The email notification system requires an SQL Server Agent to be configured and running on your data server. The Cintra Support team can provide advice and assistance with this if desired.

The **Email Notification** functionality uses **Email Fields**, **Filters** and **Uniqueness Criteria** to decide when emails should be generated. When creating an email notification definition, you can perform the following:

- Select fields held within **Cintra iQ** to be used in the email body.
- Apply filters which determine to whom to send the email.
- Select the uniqueness criteria, which determines whether an email has already been sent.

Within the email body, you can select the recipients, which can be email addresses held within **Cintra iQ** or email addresses entered manually. You can then type the body of the email and include any fields used for variable data, much like a mail merge letter. Once the definition is created, you can specify whether it is to be run and sent automatically, run and saved (without sending), or is only to be run manually. Go to **Cintra iQ**: Workspace or Definitions> Email Notification> Email Definitions window

> [!NOTE]
> **Note:** If you are running an expired qualification email and the employees have been notified, then a message appears stating that there is nothing to do.

## To generate an email manually:

1. Navigate to the **Email Definitions** window. Go to **Cintra iQ**: Workspace or Definitions > Email Notification > Email Definitions window
2. Select the email definition.
3. Click the **Run** button. The **New Run** description pop up appears
4. Enter a unique name so that you can view the history of the email runs. For more information, see How Do I View Email History?
5. Click the **Continue** button. The emails are generated.

> [!NOTE]
> **Note:** The system checks if any outstanding records matching the email definition can be found and then creates the emails.

---

## To manually send email notifications

After you have manually run an email definition, you can send the generated email(s) by clicking the **Send** button in the **Email Run** window. For more information, see [How Do I Generate Email Notifications?](/iq/docs/how-do-i-generate-email-notifications-manually)