How to Manage and Respond to Email Notifications

As an excavator, you will get automated email notifications at important steps in the locate ticket process. Knowing when these emails arrive and how to respond will help you work safely and follow damage-prevention rules. 

When You'll Receive Email Notifications 

When: Immediately after your ticket is processed 
This means your locate request has been sent and shared with the Facility Owner/Operator Member involved. 

When: After the locate by date has passed 
This email includes all Positive Response from Facility Owner/Operator Members before the locate by date. It confirms their underground facilities have been marked, or that they do not have any in the area, or any circumstance that a Facility Owner/Operator Member needs to inform you of.  

After the locate by date, you will get a new email each time one of the following happens: 

• A Facility Owner/Operator Member posts an additional positive response to your ticket 

• A Facility Owner/Operator Member uploads new positive response attachments to your ticket 

Each time one of these actions happens, you will get a separate notification email. 

Best Practices: What to Do When You Receive These Emails 

For All Positive Response Confirmation Emails 

• Read every response carefully 
  Check the information from each Facility Owner/Operator Member to understand the status of their facilities in your dig area. 

• Download and review all attachments 
  Facility Owner/Operator Members may include facility maps, clearance letters, or other critical documentation. These attachments contain essential details about underground infrastructure. 

For Emails Received AFTER the Locate by Date 

If you get more Positive Response confirmation emails after your locate by date, take these extra steps: 

• Look for response changes - Compare the new email to earlier ones. Has a Facility Owner/Operator Member changed their response or added new information? 

• Check attachment totals - Check if there are more attachments. New files may have updated facility information or corrections to earlier markings. 

• Identify what's new - The email should show you what has changed since the last update. Review it carefully so you do not miss any new information. 

Best Practice: Check Responses in Exactix 

Instead of comparing several emails, you can: 

1. Log in to your Exactix account 
2. View your ticket 
3. Go to the Responses section to see the latest response from each Facility Owner/Operator Member  
4. Download all attachments in one place, so you have the full, current information 

Why This Matters 

Facility Owner/Operator Member might find additional facilities, make corrections, or provide clarifications after the initial locate by date. These notifications after the deadline are important for your safety and compliance. Paying attention to changes helps you: 

• Avoid damaging newly identified underground facilities 

• Work with the most accurate facility location information 

• Reduce the risk of service disruptions, injuries, and penalties 

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