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Chasing is designed not to ask a subcontractor for something you already have, or to keep emailing in your name when it should not.

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Held while an upload waits to be read

When a subcontractor sends a file through their upload link, they are told reminders pause while it is reviewed. So chasing for that vendor is held (not canceled) while the document is unread. The vendor’s page says:
Chasing is paused while the certificate vendor sent is waiting to be read. Record it or mark it read to resume.
Chasing resumes when:
  • you choose Record it and record the certificate (the document is marked read); whatever is still due afterwards is sent;
  • you choose Mark read without recording anything, for example because the file was the wrong document; or
  • the document has been unread for 14 days.
Archiving the document also ends the hold.

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Withdrawn because something changed

A queued reminder is withdrawn, not sent, when its reason has gone away before it goes out:
  • a renewal on file now carries the cover past the chased expiry;
  • a new certificate was recorded, or the finding it was about is no longer in the latest verdict;
  • the requirement changed, so the email would quote an old figure;
  • the coverage is no longer mandatory in the vendor’s template;
  • a later rung for the same expiry is already queued;
  • the vendor was archived.
Withdrawn reminders stay in the list under Reminders as Cancelled, with a reason such as “Superseded before sending: the certificate or requirements changed”.

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When chasing stops altogether

No chase email is sent while any of these is true. In the first three cases, reminders are still generated and listed under Reminders. When chasing is on but the trial has ended, the app says “Nothing is being sent.” and that queued reminders are held.

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When you cancel a reminder

Choosing cancel on a queued reminder, or Don’t send this reminder when reading it, stops that email. A canceled reminder is not sent again: the next email for that vendor is the next rung, or the next gap on a new certificate. Anyone on the team can cancel a reminder.

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Delivery problems

If sending fails because of a temporary problem, WatchMyCover retries, up to five attempts. If the recipient’s mail server refuses the address itself, the reminder is marked Failed with the server’s reason, and the vendor is not chased at that address again. Correct the email on the vendor’s page and the next reminder goes to the new address.