Vendors can receive emails about work orders and any status changes or comments added to them.There are a few initial steps at first, but then it’s an easy toggle button from the work order form to keep everyone in the loop. This guide explains how.
Vendor Settings
The following vendor details must be entered for primary contacts from a vendor to get email notifications. View the gif or see the guide.
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Guide
Select the Vendor module from the main menu.
Add or edit a vendor, but make sure to click on the Add Contact button from the Vendor form.
In the Add Contact window, you must include the Primary Contact information, including a valid email address.
Place a check next to the Primary Contact box.
Click the Submit button from the Add Contact form to save.
Make sure that the vendor has "assign to work orders" toggled on from the Vendor form.
This vendor and contact can now be selected from the work order form to receive notifications.
Create a Work Order
Guide
Select the Work Order module from the main menu.
Click the add work order button or edit any existing active work order.
From the work order form, click in the Vendor field to select the vendor name.
Toggle on "Email vendor primary contact when work order is created".
Option to toggle on the "Share updates and comments with vendor".
Once you click the Save button, the work order is created and the primary contact to the vendor gets an email about the work order.
Email Details
The "Email vendor primary contact when work order is created" email includes:
Subject: Company Name, Entity Name, WO ID
Body: WO ID, WO Name, Priority, Company Name, Entity Name, Created Date, Due Date, and Description
This toggle can't be changed in the Edit Work Order form after submission. The email is sent immediately, and can't be reversed. |
The "Share updates and comments with vendor" Email includes:
The work order status is updated
The work order becomes overdue
Comments are added to the work order
These updates are sent automatically to all primary contacts with valid emails.
All comments in the work order are visible to vendors once this feature is active. |