You can create default email messages for the customers, approvers, etc. The emails can be sent at various stages while processing an order. Emails can also be sent at certain stages of a workflow, for example, budget control.
This dialog contains settings that are part of two separate procedures:
The settings in this dialog are part of the procedure to configure the email workflow. For the complete procedure, see Configure the email workflow.
[Attach the preflight report]
This setting is part of the procedure to configure the preflight workflow. For the complete procedure, see Configure the preflight workflow.
Click [Order processing] - [Workflow configuration] - [Email templates].
Select the email template that you want to configure.
Click a language to configure the email message in that language. The available languages are displayed just above the subject field. The available languages are equal to the active languages for PRISMAdirect. See: [System] - [Active languages for system].
Create the email message.
Type the text. Use the icons to use different font types, font color, text alignment, etc.
You can add images, for example, your company logo.
You can use the order items and product items as variables. Drag and drop the variable into the message at the desired position. A variable is enclosed by '%' symbols. You can also type fixed text in the label.
You can use the product items only for jobs. Drag and drop the layout item [Job information (per job)] into the email message to create a job specific text box.
You can include a hyperlink to the order in your email. Drag and drop [Hyperlink to order] into the message. When the customer clicks the hyperlink, a web page opens that contains the concerning order.
Click [Revert to default] to use the default email message again. Your changes will be discarded.
You can configure which files are automatically attached to the email message.
Select option [Attach the document] to attach the final PDF document to the email message.
Select the [Attach the tickets] option to attach the job ticket to the email message.
Select the [Attach the preflight report] option to attach the preflight report to the email message.
The operator can attach additional files to an email message when the [Allow operator to attach files when sending email] option is enabled. See procedure Configure the email workflow.
Click [Preview email] to check your email message.
Click [Save].
Repeat these steps for all email templates.