Automatic document sending is used to send job cards, financial documents or templates to customers and is triggered by a job’s status.
When creating a Job type, you are given the option to set up a feature that will automatically email a document for any job that is undertaken using that Job type.
WHAT IS AUTOMATIC DOCUMENT SENDING?
A choice of documents, or just an email, can be set to send at various points in the job’s lifecycle.
Navigate: My account > Administration > [side menu] Schedule > Job type > Add/Edit Job type > [tab] Documents > Add
Choose between when the job is created, scheduled, started or completed to issue the document/email.
When automatic document sending is triggered with either ‘completed’ or ‘completed with issue’ status, there is the option to either:
- Pick any job result of this type or
- One or more specific results.
This can be sent either directly to the job’s contact/customer email address, or to any other chosen email address (e.g. an internal email).
The sender’s name and email address can be set in the relevant fields:
and will appear like this when received:
Where a third party accounting system is in place, automatic document sending for invoices will be delayed until synching has occurred and the reference number has been updated. However, if you would prefer there to be no delay you can use the Accounts sync option.
‘Accounts sync‘ allows customers who integrate with Sage or Xero to opt to auto-sync financial documents when setting up automatic document sending. This is an opt-in scenario requiring the field’s box to be ticked as by default, financial documents will not be synchronised.
How Can Automatic Document Sending be Useful to Me?
This feature allows you to save time by automating the process of distributing job information.
What can I use them for?
- Job cards– Send out a completed job card automatically on completion of a job straight to the customer.
- Financial documents – Use the report parameters to select the type of financial document you want to send (e.g. a quotation)*.
- Templates – You can create a template containing whatever information you want to (Tip: insert keywords into your template to include custom fields) and have it automatically sent out.
- Emails – Set-up an email to automatically send to a chosen person at a specified point in a job’s cycle.
* Please note that if using this feature to issue an invoice, it will not currently send out the standard template that includes bank details. It is also worth noting that using this feature to send out invoices does not currently update the jobs’ financial activity log (i.e. the job customer activity will not update to ‘invoice sent’).
Once logged in, click on ‘My Account’ (top right) and choose ‘Administration’ from the pop-up menu. From here, click on the side menu ‘SCHEDULE’ (left side).
From the Schedule side menu, choose ‘Job types’ and your list of existing job types will be displayed. Click on the one you wish to add an auto doc send to and choose ‘Edit’; this will open the job type’s pop-up.
Within the job type’s pop-up, click on the ‘Documents’ tab and a list of any existing auto doc sends will be displayed. You can either click to edit an existing one, or click to ‘+Add’ a new one.
Clicking ‘Add’ will bring up the ‘Automatic document sending’ pop-up and you should fill in as required (for a description of what each field means, please see section 3 of this guide). Once you have clicked Save, you should see the scheduled document listed in the Documents tab. You can click to add as many documents as you require allowing you to create multiple auto send actions for a single job type.
Document type: Select which type of document you want to be automatically sent. Choosing ‘None’ allows an automated email body to be sent with no attachments involved.
Document: Once you have chosen your document type, use the drop-down list here to select exactly which document it is you want to send. Make sure you have your template set-up and ready to select!
Parameters: If the standard job card or financial document has been selected, you have the option to edit the report’s parameters – choose what information to include on a job card or choose which type of financial document to send. This is the part where you can choose if the document (e.g. a job card) is sent with the planned or actual job duration.
Format: This will be set at PDF but you can use the drop-down list to choose another format if you wish the document to be sent as a different type.
Send when job is: Use the drop-down list to choose when at which stage of the job the document should be issued.
Tick box: If you have selected to send the document when the job is ‘completed’, you can tick this box to send it even if it’s status is ‘completed with issues’.
Delay before sending: We would always advise a brief period of grace (this box is auto-populated for 10 minutes) to ensure all data from the jobs is received before anything is sent.
Action: This gives you the option to either set up the document to send by email, or just have it attach to the job – note that if the latter option is chosen, the fields below will disappear as they relate to an email being sent. If ‘attach to job’ is chosen, the file will be accessible from the job details pop-up (Attachments tab) and is also then available for download using web services. It is worth noting that this option saves the document as it was when initially created/completed and is therefore a good way to keep a record of the original.
Sender’s name: Leave blank or add a specific name you wish them to appear to be sent from.
Sender’s email: Leave blank and the email will be sent from the white labelling set-up.
Send to: Select who you want the email to be sent to.
Person at parent: Tick this box if you want the contact’s ‘parent’ to also receive a copy.
Send to BCC: If you always want another recipient to receive the email/doc, include their address here.
Email subject: This field will be auto-populated with keywords ‘job reference’ and ‘contact name’, meaning that the subject will contain job specific information. You can edit this as you wish.
Email body template: Here you can use the drop-down list to choose one of your templates to act as the email message being sent. You will need to set-up a template in ‘Templates’ (My Account -> Administration -> Account side menu -> Templates).
Visibility Options for Documents Attached to Jobs