Email Manager Rule Setup
Table Of Contents
Advanced User FeatureSetting up Email Trigger Rules is an advanced feature and should only be configured by users who understand the Email Manager and message template system.
The [ Email Manager | Rule Setup ] screen is used to create automated email rules within Khaos Control. These rules allow the system to automatically generate emails and, if required, send them without user intervention.
Examples include:
- Sending a Purchase Order to a supplier when it is created.
- Emailing customers when their order moves to a shipping stage.
- Sending branded order confirmation emails.
- Sending different emails based on Sales Order type.
- Automatically sending return acknowledgements.
For guidance on creating trigger rules, see How To: Setup Email Trigger Rules.
Important: Every active condition within a rule must be true at the same time before the email is triggered.
For examples, see Trigger Rule Examples.
For information about the Other Actions menu, press F9 or see Email Manager Other Actions Menu.
What Can Email Trigger Rules Do?
Email Trigger Rules can automate many common communication tasks.
Example 1: Automatically Email Purchase Orders
When a Purchase Order is saved, Khaos Control can:
- Create an email.
- Attach the Purchase Order as a PDF.
- Send it directly to the supplier.
Example 2: Notify Customers When Orders Are Shipped
When a Sales Invoice moves from one stage to another in the Sales Invoice Manager, the system can automatically send a shipping notification email.
See:
Example 3: Trigger Emails by Sales Order Type
Different email templates can be sent based on whether the document is:
- Sales Order
- Quotation
- Proforma Order
- Return Credit
- Return Exchange
See:
Example 4: Send Brand-Specific Order Emails
When a Sales Order for a specific brand enters the correct processing stage, Khaos Control can automatically send a branded confirmation email.
See:
Screen Layout
The [ Email Manager | Rule Setup ] screen is divided into four sections:
- Setup
- Help
- Available Conditions
- Active Conditions
Setup Section
Rule Code
A unique code used to identify the trigger rule.
Rule Description
A description explaining the purpose of the rule.
Trigger Type
Defines what activity in Khaos Control will activate the rule.
Available trigger types include:
| Trigger Type | Purpose |
|---|---|
| BACK ORDER | Triggered by Purchase Order line status changes. |
| CAT REQUEST | Catalogue request processing emails. |
| COMPANY EMAIL | Customer marketing and communication emails. |
| INV PRIORITY | Triggered by Invoice Priority changes. |
| INVOICE | Triggered by Invoice Manager activity. |
| MANUAL | Manual email generation using templates. |
| PURCHASE ORDER | Purchase ordering emails. |
| REPORT EMAIL | Manual report emailing. |
| REFUND | Refund-related emails. |
| RETURN | Return processing emails. |
| SO ACKNOWLEDGE | Sales Order acknowledgement emails. |
| VOUCHERS REMIND | Voucher expiry reminders. |
Additional Information
BACK ORDER
Configured separately.
See:
Message Template
Select the email template that the trigger rule will use.
See:
Subscribers Only
If enabled, emails are only sent to customers who have: E-Mailing List Subscriber
enabled on their [ Customer | Detail | Address ] record.
Attach PDF
Attaches a PDF version of the relevant document to the email.
Attach CRM Documents
Includes documents linked to the customer's CRM record and associated sales order.
Send Email Immediately
When enabled:
- The email is sent immediately.
- The email is not held in Pending Emails.
Active
Controls whether the trigger rule is enabled.
Help Section
The Help section explains the comparison operators used when configuring conditions.
| Comparison | Meaning |
|---|---|
| < | Less than |
| <= | Less than or equal to |
| = | Equal to |
| > | Greater than |
| >= | Greater than or equal to |
| <> | Not equal to |
| in | One or more selected options apply |
| !in | None of the selected options apply |
| Contains UDA | Any item contains the specified Text UDA |
| All Contain UDA | All items contain the specified Text UDA |
| Does Not Contain UDA | No items contain the specified Text UDA |
Conditions are added using the Add button and removed using the Remove button.
Available Conditions
Available conditions vary depending on the selected Trigger Type.
CAT REQUEST
Available conditions:
- OLD STATUS
- NEW STATUS
Possible values:
- New Request
- To Be Printed
- Issue
- Archived
INVOICE and SO ACKNOWLEDGE
Available conditions include:
- COMPANY CLASS
- CONSIGNMENT REF
- COURIER
- CUSTOMER COUNTRY
- CUSTOMER OPTIONS
- FIRST INVOICE
- INVOICE PRIORITY
- SALE SOURCE
- SORDER BRAND
- SORDER TYPE
- UDA_COMPANY
- UDA_STOCK
- OLD INVOICE STATUS
- NEW INVOICE STATUS
FIRST INVOICE
Used with:
Comparison = Equal
Value = Yes
This ensures the rule only triggers the first time a Sales Order is saved or invoiced.
CUSTOMER OPTIONS
Available options:
- Statement by Email
- Force Terms Hold
- Free Delivery
SORDER TYPE
Available options:
- Credit Note
- Proforma Order
- Quotation
- Sales Order
SORDER BRAND
Allows brand-specific email templates.
The rule will only trigger if the Sales Order brand matches the brand specified in the rule.
The brand is taken from the:
screen.
PURCHASE ORDER
Available condition:
- UPDATE STATUS
Available values:
- None
- New
- Updated
RETURN
Available conditions:
- MULTIPLE REASONS
- RETURN BRAND
- RETURN REASON
- SALES SOURCE
Active Conditions
Active Conditions determine when the email is created and optionally sent.
A condition becomes active when it is added from the Available Conditions list.
The Active Conditions grid contains:
| Column | Description |
|---|---|
| Desc | Condition description |
| Comparison | Comparison operator |
| Lookup Value | Value used when evaluating the condition |
Lookup Value
Press Ctrl+F8 to select a lookup value where available.
The available values depend on the selected condition and trigger type.
Tips
- Start with simple rules and add additional conditions only when necessary.
- Remember that all Active Conditions must be true simultaneously.
- Use brand-specific conditions when managing multiple brands from a single database.
- Use the FIRST INVOICE condition when you want a customer to receive only one email during the lifetime of an order.
- Test new rules before enabling automatic sending.
- Keep email templates up to date to ensure automated communications remain accurate and professional.