How To: Setup Automatic Email
Table Of Contents
Automatic emails allow Khaos Control to send printable reports when specific events occur. Depending on your configuration, the system can generate one or more emails and attach the related report as a PDF.
For many document types, Khaos Control can automatically identify the correct recipient email address based on the customer or supplier record.
To set up automatic emails, complete the following three steps:
- Set up email addresses.
- Create email templates.
- Configure trigger rules.
For screenshots and an example of a generated automatic email, see Email Message Template Shipped Example.
Step 1: Set Up Email Addresses
Automatic emails can only be generated if a valid email address is available.
Ensure email addresses are entered against the relevant customer or supplier contact using either:
You can also configure which email address should be used for specific document types. For more information, see How To: Setup Automatic Email Contact Preferences.
Important
Khaos Control checks that an email address contains an @ symbol before attempting to generate an email.
Step 2: Create an Email Template
Email templates define the content of the email that will be generated and sent.
Create an email template in the Email Manager and specify:
- The email subject.
- The body of the message.
- Any merge fields required to personalise the email for the customer or supplier.
For detailed instructions, see How To: Setup Email Templates.
Step 3: Configure Trigger Rules
Trigger rules tell Khaos Control when an automatic email should be generated and, where configured, sent automatically.
For example, when a user saves a Purchase Order, a trigger rule can automatically generate an email and attach a PDF copy of the Purchase Order for the supplier.
To create and manage trigger rules, see How To: Setup Email Trigger Rules.
Additional Information
Most printable reports in Khaos Control contain contact information linked to the document.
Examples include:
- Invoices containing customer contact, address and email details.
- Purchase Orders containing supplier contact, address and email details.
These reports can be sent manually or automatically, with Khaos Control selecting the correct recipient and sending the appropriate pages of the report.
Some reports do not contain any contact information, for example:
- Stock Value reports.
- Stock Listing reports.
In these situations, use the Manual Settings option within the email configuration to specify the email address that should receive the report.