Path: Organization > Repair Center > Records / Email Settings Tab
Similar to the window found at Admin / Email Settings, the Repair Center / Email Settings Tab is used to create custom email responses for different actions (Events) that apply specifically to this Repair Center. You can also suppress these custom responses. You have the option to use some, all, or none of the selection combinations.
Note: Global settings can be made from Admin > Email Settings. If you prefer, you can use the global window to add Repair Center restrictions and create all your customized email from Admin > Email Settings. The appearance and use of the Email Template Entry flyout is the same on both windows. Changes made in either window are reflected in both.
Repair Center Email Details
Use the fields on the Email Template Entry flyout for custom replies for the selected Transaction Type and Event
The Transaction Type, Event, and Keyword selections allow you to select a module and action (Event) and then insert key words in your message Subject and Body for the selected Event. Text is required in both the Subject and Body fields to save a custom message.
The Suppress check box at the upper right of the Email Template Entry flyout gives you the option to prevent the message from being sent for a selected Transaction Type and Event.
The read-only To field shows the general recipient of the email. The To field changes based on the contents of the Transaction Type and Event fields. For example, if the Transaction Type is Approval Routing, the To field shows Authorizer.
How to Add Custom Email Responses
Adding a custom message to any of the Transaction Type / Event combinations follows the same procedure. You can go to either of the following locations: Organization > Repair Center > Records / Email SettingsTab or Admin > Email Settings.
Keyword tags are used to insert information that relates to the actual record. When WebTMA sends the message, the tags are replaced with the information they represent. For example, the Request # Keyword tag is replaced by the Request number.
You can use any combination of Keyword tags more than once.
The formatting toolbar in the Body Section includes options to modify the message format as well as justify text (left, center, right, full), bold, italicize, etc. You also have the option to insert hyperlinks and images or create a table.
In Add or Edit mode:
- Choose Add Email Setting link to open the Email Template Entry flyout (or select the pencil icon of an existing line).
- Enter a brief subject in the Subject Section.
- (Optional) Select a variable in the Keyword field if needed.
- Choose the Insert Keyword button to add the variable.
- Continue typing the subject until completed.
- Follow the same process for the Body Section to write a full message.
- Select the Save button on the flyout.
Be sure to click Save on the WebTMA toolbar before exiting the window.
Events Descriptions for Work Orders
When your Transaction Type selection is Work Order on the Email Template Entry flyout, you have the option to select any of the following Events.
Complete Reply (Accepted from request). These messages are used when the original Request came from the Request Log window.
Complete Reply (Other). These messages are used when the original Request came from the another source.
Create. Used to reply when a Work Order has been generated. This notice does not apply when a Work Order is converted from a Request. Acceptance responses for converted Requests are created using a Request Log – Accepted to Work Order Event.
Customer Survey. A message to be sent after a Work Order is completed. Whether the message is sent depends on the settings you made on the Repair Center Customer Survey Tab.
Schedule Tech. Send a message when a Technician is scheduled to the Work Order.
Schedule Trade. Send a message when a Trade is scheduled on the Work Order. If an email address is not shown on the Trade record, the message is sent to the Shop associated with the Trade.
Scheduled. Notify the Requestor when a Work Order has been scheduled.
Status Changed. Notify Requesters about progress or changes concerning the Work Order, i.e., when the Status field on the Work Order changes.