| Table of Contents | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
Overview
The system can send automatic email notifications to users when doing certain actions, such as assigning or completing tasks. The content of these notifications will be based on standard email messages set at system level.
| Info |
|---|
For more information about system-wide automatic notifications, refer to our System notifications article. For more information about resource level automatic notifications, please refer to our User task completion notifications article. For more information about automated file distribution, please refer to our Automated file distribution by mail/to FTP article. |
Editing standard email messages
To edit a standard email message, go to Administrator > Tables > Standard email messages and click the magnifying glass corresponding to the template to be edited.
...
After opening the pop-up, there are several customizable fields, such as Type, Description, Subject and Message body. All these fields can be edited, but note that entering the wrong HTML code will cause the information not to appear in the email sent.
List of available HTML codes
| Info |
|---|
For the HTML code to fetch the information and show the relevant data, the information must be available when sending the email, otherwise the email will be sent without it. For example, if the “Order number” HTML is added to the “Password recovery” email template, since password recovery does not have an order number available, the email will be sent without this information. |
...
HTML | Data provided |
<#InProgressStatus#> | Order status automatically changes after all Pre-production tasks are completed |
<#Response#> | Response added in “Office remarks” when replying to a Resource report request |
<#ResourceReportNumber#> | Resource report number, sent when sending invoice reminders |
<#RejectNotes#> | Sent when Forget me requests are rejected |
<#Resource_incharge#> | Resource in charge of an order |
<#ConfirmDate#> | Confirmation date for Forget me requests and Document approval |
<#DocumentName#> | Name added in the “Document name” column while creating a document approval |
<#ToolkitSettingsApplied#> | Number of rows in which the Toolkit Settings replacement was applied |
<#ToolkitSettingsFailed#> | Number of rows in which the Toolkit Settings replacement failed to be applied |
<#ToolkitSettingsFailedTable#> | Table with details about rows which failed to be applied with Toolkit Settings replacement |
Customer-specific standard email messages
| Panel | ||||||||
|---|---|---|---|---|---|---|---|---|
| ||||||||
Upcoming functionality This functionality is only available in the upcoming version (368.1) |
It’s also possible to create customer-specific standard email messages, which will only be used if the email sent is for an order of the specified customer.
Customer-specific standard email messages can be created from Administrator > Tables > Standard email messages, using the “Create specific version” column:
...
When creating a customer-specific version of an email, the Consolidated account or Customer fields will be mandatory (1).
Once selected, edit the message body (2) and click on “Save & close” (3) to save the changes and create the customer-specific version of this email.
...
The “Consolidated account” and “Customer” columns will indicate if the standard email message is customer-specific, and to which Consolidated account/Customer it is connected:
...
| Info |
|---|
Each customer/consolidated account can only have one version of each standard message. If a new version is required, please deactive the existing one. |
From the customer’s or consolidated accounts profile (Manager > Rolodex tables > Customers > magnifying glass OR Manager > Rolodex tables > Consolidated accounts > magnifying glass) the list of standard email messages specific to that customer can be seen (but not edited):
...