Tracking Sent Emails with Email Templates

You can use email templates in conjunction with customer document profiles to capture a record that can be queried later to identify to whom and when emails were sent.

First, create profiles on the Customer Document Profiles form for the reports for which you want to save information.

Next, create the email templates on the Email Templates form. This table provides examples of the document profiles you may want to create, their associated forms, and the key values obtained from them.

Document Profile Report Name (Task Name field on the Customer Document Profiles form) Corresponding form, from which values are pulled Key Value(s) Corresponding Field
Customer Statements Report Customer Statements Report Customer number Customer (range)
Contract Invoicing Contract Invoicing Invoice number Invoice (range)
Order Invoicing Order Invoicing Invoice number Invoice (range)
SRO Pre-Packing Slip SRO Pre-Packing Slip SRO number SRO (range)
SRO Packing Slip Order Shipment Listing Packing slip number Packing Slip Number
Quote Quotes

Reference type

Reference number

Reference (type)

Reference (number)

Service Order Inspection Report Service Order Inspection Report SRO number SRO (range)
Warranty Claims Report Warranty Claims Report Invoice number There is not a corresponding field for this value; instead it is the invoice number shown on the report output.
Purchase Order Report Purchase Order Report PO number Purchase Order (range)

For the scheduling template, you can add variable substitution for V(varPartnerEmail) to ensure that the scheduled partner's email address is added to the template. Additionally, if the partner, time, or date of the assignment changes and the email must be resent, then the email address is included.

The emails are saved on the Sent Emails form, where you can review to whom and when emails with report outputs were sent.