Serviceprotocol.com contains several different ways to send messages to customers – booking confirmation, order confirmation, protocol, messages to and from customers directly in an order, etc. as well as messages within your group.
First we present e-mail functions to your customers, then more internal e-mails and notifications.
If you want to send a message to several people at the same time, write the addresses with a comma between them but without spaces. Example: name.name@mail.com,name2.name@mail.com
Information about when, to whom and who sent the message is displayed at the top (E-mail sent:) of the detail view of a Quote, Work Order or Service Protocol.
NOTE: Applies to e-mails sent from 1 Dec 2022.
When you click Ready for invoicing on a work order, you will be asked if you want to send the work order as a pdf to the customer, if you selected “Send work order: Yes” on the contact person for the customer or facility.
This is an example of the e-mail sent.
These features are available:
E-mail order confirmation
An order confirmation (pdf) is sent to the contact person of the work order. E-mail address can be changed in the popup that opens. The name of the attached file is named after the order number but can be changed if necessary.
The text of the message cannot be changed.
If the recipient is a customer user or user of the system, as in the example, he/she receives a direct link to the order, otherwise only the pdf as an attached file.
E-mail protocol
The function sends a protocol (pdf) of work performed to the contact person for the work order. E-mail address can be changed in the popup that opens. The name of the attached file is named after the order number. You can also choose to change this.
The text of the message cannot be changed.
If the recipient is a customer user or user of the system, as in the example, he/she receives a direct link to the order, otherwise only the pdf as an attached file.
E-mail from template
You can use this function if you want to create slightly longer e-mail message, send a survey, etc. This e-mail function adds a footer with your information.
How to:
To send:
Send messages
Choose this if you want to formulate your own text when sending a message linked to a work order. For example, notification that an ordered product is available for collection. The message can be sent as e-mail and / or text (SMS).
How to:
To send:
(Applies to both Work Orders, Contact order and Service Orders)
Automatic e-mail function
When you add a booking on a service or work order and save the order, you will be asked: “Do you want to send an email to the contact person with booking confirmation?”
The question only comes up if there is a contact person on the order. Note that only e-mails are sent with this automatic feature, not text (SMS).
Send a booking confirmation
A booking confirmation can be sent by e-mail and/or text (SMS).
You may want to send a new confirmation if the booking changes or if the customer requests it.
Do this:
Notifications can also be sent via comments to and from customer users on a work order. Read more about how this works under Work order comments.
Protocols are automatically sent to a service order’s contact person if you specified this on the contact person for the customer or facility. In the field for the contact person, select “Send service protocol: Yes”. When you have created a service protocol, you will then be asked if you want to send the protocol.
The text is preset and cannot be changed.
If the recipient is a customer user or user of the system, he receives a direct link to the order, otherwise only the pdf as an attached file.
Change the file name of the protocol (PDF).
Setting to Include machine number in the PDF file name is done like this:
Settings for E-mail for items to order etc.
Do this:
Here you can set the following for work orders:
Setting for e-mail for items to order.
Do this:
The default e-mail for sending purchase orders is set as follows:
Setting for the Planner: Send notification on booking with remaining time
To set up:
Notification of when you have been assigned an order, booked, etc. can be changed for a user by the admin under User permissions or by yourself via your own account settings. Click on your username to access your Account Settings.