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eMails can be sent using eMail templates in two ways. You can send an email from the Job view screen or automatically when a job changes to a certain status. The help information below will show you have to do thiscreate and edit templates.
To automatically send an email when a job changes status you can set this up for each job type you can configure this in the job type configuration section (Admin->Administration→Job type configuration). When you open a job type you will be able to add events at the bottom of the job type screen.
Managing mail templates
To manage email templates navigate to Admin -> Administration and select "Mail Templates" under the "Mail" sub heading. If this is the first time you are creating a template then you will see that there are no templates defined.
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Below is a table describing the available meta-data fields that you can use in your email templates. Above the subject and the Email body section you will see a drop down selector that shows all of the meta-data fields that you can choose from to use in the mail template.
All meta-data fields must be inserted with two square brackets either side (.e.g. [[contactname]])
| Meta-Data Field | Description | ||||
|---|---|---|---|---|---|
| This places a confirmation button on the email for customers to click on to confirm the job. Before using this button you will need to setup the Customer job confirmation process. | ||||
| Contacts full name | ||||
| Salutation of the contact e.g. Mr, Mrs | ||||
| Contacts first name | ||||
| Contacts last name | ||||
| Contacts mobile number | ||||
| Contacts Phone number | ||||
| Customers Company Name | ||||
| Due date of the job | ||||
| Job Status | ||||
| The name of the internal contact for the job. | ||||
| The first name of the internal contact | ||||
| Job reference number | ||||
| unique GUID (Global Unique Identifier) of the job | ||||
| Job type name | ||||
| Contacts address | ||||
| Customers address | ||||
| Job delivery address (If the job type is configured to have a delivery address) | ||||
| Job delivery address City/Town | ||||
| Job start address | ||||
| Job start address City/Town | ||||
| Receipt reference number if the job has a receipt.
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| Receipt amount if there is a receipt against the job. | ||||
| Invoice reference number if the job has a invoice.
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| Invoice amount if there is an invoice against the job. | ||||
| Quote reference number if the job has a quote.
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| Quote amount if there is a quoteagainst the job.quote against the job. | ||||
| The estimate of the job.
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| Custom field value. The custom field value meta data tag starts wit "CF" and then the name of the custom field. |
Configuring automatic email to be sent on job status changes
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Please refer to Sending emails for a job section of the help guide.
| Note |
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If there are two quotes on the job only the most recent quote reference will be used. |