Email Reminders
To be able to send emails to ExFlow Users there are some settings needed.
Job Queue Entry setup should only be done in Default Company
Inbox Reminder
To send reminders that ExFlow Users have documents to approve, following setup is needed in all companies.
| Inbox Reminder | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type Inbox Reminder. in all companies Read more under section ExFlow Email Setup - Inbox Reminder |
| ExFlow Users | Activate for Email Reminder --> Unapproved Documents. Read more under section ExFlow Users for setup. |
| Job Queue Entry | Code Unit 12057077 and Parameter String INBOX REMINDER in default company |
| Selected Documents | Approval Status, select one or several documents and use function Send Reminder |
| Selected Approvers | ExFlow Users, select one or several users and use function Send Reminder |
Comments Notification / Discussion Panel / Chat
To send an email when an ExFlow Users is mentioned by using @ and "ExFlow User Code", it is possible to send email to the tagged Approver, but then following setup is required in Default Company.
| Comments Notification | |
|---|---|
| Email Account | Add Email Account Setup in default company |
| ExFlow Email Setup | Email Type Comment Notification in default company. Read more under section ExFlow Email Setup --> Comment Notification - Chat |
| ExFlow Users | Activate for Email Reminder --> Discussion Panel Read more under section ExFlow Users for setup |
| Job Queue Entry | Code Unit 12057077 and Parameter String COMMENT NOTIFICATION in default company |
Unreceived Order
To send reminder when receipt is missing on order related invoice. Then following setup is needed in all companies.
| Unreceived Order | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type UNRECEIVED ORDER in all companies Read more under section ExFlow Email Setup --> Unreceived Order |
| ExFlow Users | Connect ExFlow User to a Purchaser Code This is done on ExFlow Users --> Permissions and per company. Read more under section ExFlow Users for setup |
| Import Journal | Invoice needs to have Boolean ticked in Matched Against Purchase Order Add Order No. in header or on lines if using line interpretation |
| Job Queue Entry | Code Unit 12057077 and Parameter String UNRECEIVED ORDER in default company |
| Send Reminders Manually | Use function under Import Journal --> Actions --> Email |
| Selected Documents | Select documents in Import Journal and go to Import Journal --> Actions --> Email Read more under section Import Journal |
Contract Reminder
To send a reminder that contract expires, then following setup is needed only in default company.
| Contract Reminder | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type Contract Reminder in all companies Read more under section ExFlow Email Setup --> Contract Reminder |
| ExFlow Contract | Add Approval Group in Contract --> Contract Reminder --> User to Remind Add Contract Reminder Period when to send reminder (-1M reminder will be sent 1 month before Valid to Date under General Terms) Read more under section Contracts for setup. |
| Job Queue Entry | Code Unit 12057077 and Parameter String CONTRACT REMINDER in default company This job will only send one reminder per contract |
OMNI Reminder
OMNI Approval is a function to approve approval rules and contracts. When a new rule or contract is created or changed it might have to be approved. Read more under section OMNI Approval
| OMNI Reminder | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type OMNI Approval in all companies Read more under section Email Setup - OMNI Approval |
| Job Queue Entry | Code Unit 12057077 and Parameter String OMNI REMINDER in default company |
Rejected Order, Rejected Quote, Rejected Invoice/Credit Memo
To send an email when a document is rejected, following setup is needed:
| Rejected Documents | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type Rejected Order, Rejected Quote, or/and Rejected Invoice/Credit Memo in all companies Read more under section Email Setup - Rejected Order, Rejected Quotes or/and Rejected Invoice/Credit |
| Approval Status | Documents need to have status rejected and all lines need to be handled before the document status will be updated |
| Job Queue Entry | Code Unit 12057077 and Parameter String REJECTED ORDER Code Unit 12057077 and Parameter String REJECTED QUOTE Code Unit 12057077 and Parameter String REJECTED INVOICE Add Job Queue Entry only in default company The job will send one email per document. |
Contract Invoice Reminder
To send reminders if a contract is missing expected invoices, following setup is needed:
| Contract Invoice Reminder | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type Contract Invoice Reminder in all companies Read more under section Email Setup --> Contract Invoice Reminder |
| ExFlow Contract | Add invoice periods and active for Invoice Reminders |
| Job Queue Entry | Code Unit 12057077 and Parameter String CONTRACT INVOICE REMINDER in default company The job will send one reminder per contract invoice period |
| Manually per Contract | Go to selected Contract Card --> Related --> Show Missing Contract Invoices In new page Actions --> Send Contract Reminder |
| Manually for all Contracts | Go to Contracts list --> Related --> Show Missing Contract Invoices In new page Actions --> Send Contract Reminder List will show all expected reminders but only send reminders if Invoice Reminder is active |
Unreceived Order - Approved
If matching invoices to Order then Receipt, the invoice can be matched to order, sent for- and approved without order receipt. But the invoice cannot be posted. In this case an email reminder for missing receipts can be sent.
To send this reminder setup is needed:
| Unreceived Order - Approved | |
|---|---|
| Email Account | Add Email Account Setup in all companies |
| ExFlow Email Setup | Email Type Unreceived Order - Approved in all companies Read more under section Email Setup --> Unreceived Order - Approved |
| Approval Status | Invoices need to have status approved and matched to order without posted receipt |
| Job Queue Entry | Code Unit 12057077 and Parameter String UNRECEIVEDORDERAPPROVED In default company |
| Manually from Approval Status | Select invoices and Related --> Approval Status --> Send Unreceived Order Notification |