This process emails your customers when a supply order has shipped and includes tracking information if it is on the e-automate shipment record.
This alert lets you send a real-time shipment confirmation to your customers, which means less time on the phone for your staff providing tracking updates. We can even set up your organization with a UPS or FedEx integration that will automatically populate e-automate with the tracking infomation so your staff doesn’t have to enter that manually (ID530). The alert can be set to send when the sales order is shipped, the tracking number is entered, or when the order is invoiced.
The alert will send to the "Ordered by" contact on the sales order and also to the shipping contact set on either the sales order or equipment record. Additionally, you can designate a set "help desk" contact on the customer record to send the alert to if needed.
When processing a Sales Order, it is very important for you to NOT fulfill the order before shipping it. You should always ship the order and either fulfill it from the shipment window by checking the Fulfill Order box or by manually fulfilling it by clicking Fulfill. For the alert to properly include the tracking details, you do need to enter the tracking information when shipping the order. Please see this post for full details on how to ensure the tracking numbers are entered correctly for the alert to trigger.
Note: This alert will still send a notification even when an order is on credit hold. The purpose of this alert is to let the customer know you shipped some or all of their order. The customer is not notified by this alert of their credit status. That will still be up to your AR representative to resolve.
As with all of our customer-facing alerts, we will install this in test mode until you review it and let us know you are ready to start sending it to your customer.
(See clones ID618, ID643, ID718, ID976, and ID977 for additional options for branches.)
Run Schedule: Daily about 4:30 PM.
Type of Output: Email
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**The "click here to track . . . " link will be a part of your email as long as you enter tracking infomation into the sales order when shipping. It uses the shipping company set in the "Shipping method" (via Lists & Codes) in e-automate. ECI only provides four shipping companies that come standard. If you need another shipping company associated with a shipping method, please contact email@example.com and we can write it into your back-end tables in e-automate for you.
Shipping company set here:
We can customize the verbiage, logo, fonts, and colors on the email that sends out. See this link for details.
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Variable W: Custom Property to disable customer contacts from receiving the alert. The default custom property is ZCJDisableShipConf
Variable X: Order Types to include on the alert. Separate multiple order types with a comma. The default type is Supply.
Variable Y: Category for contact to opt-out. The default category is ZCJDNSShipConf.
Variable Z: Sales order stage that the alert will trigger on, default is Shipped. Enter Tracking Number to have the alert trigger when the tracking number is entered, Shipped to trigger when the order is shipped or Invoiced to trigger when the order is invoiced.
Variable 1: Ship methods to use. Separate multiple methods with a comma.
Variable 2: Custom property for help desk contact. Custom property set on the customer record to send the notification to a set help desk contact. The default value is ZCJOrderShipHelpDesk.
Variable 3: Mode. Enter Suppress to only send to the help desk contact or leave blank to send to ALL ordered by contacts.
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Who will receive the alert?
By default, this alert sends to the "Ordered by" contact, the shipping contact, and a help desk contact (if set on the customer record.) To set the alert to ONLY send to the help desk contact, and NOT send to the ordered by or shipping contact, set Variable 3 to Suppress. If Variable 3 is blank, the alert will send to ALL ordered by, shipping and help desk contacts set. Each of these contacts must have a valid email address for the alert to trigger correctly.
The "Ordered by" contact is here on the sales order:
**Please note this alert will send for any sales order where the "Shipping contact" is populated.**
The shipping contact is shown here on the sales order:
Shipping contact is often populated here on Equipment Record:
The help desk contact would be set on the customer record as shown below. The alert will still send to this fixed contact even if you have 'Ordered by' or 'Shipping Contact' fields blank.
Please note alert only considers Custom Property set up on Customer Record here in Sales Order (will not consider Bill To or Parent Customers):
**How to Opt-Out Customers from this alert:
1. To turn the alert off for the entire customer, set the custom property ZCJDisableShipConf on the customer record to 'Disable'. This will turn off the tracking details email for all orders for this customer. Note, the alert will only consider this custom property for the customer set as the customer on the sales order (see screenshot above) and does NOT consider the Bill to or Parent customer.
2. To turn off the alert for a specific contact, add the contact category ZCJDNSShipConf to the contact record:
What Orders and Ship Methods to Send?
Use Variable X to determine what Order Types (not Order Type Description) to send this email notice on (i.e. Supply, Equipment, Other). Or leave Variable X blank and the alert will send on ALL shipped and not filter out by Order Type.
Order Type on the sales order is set here:
Use Variable1 to determine what Ship Methods (UPS, FedEx) to send this email notice on. Or leave Variable1 blank to send on ALL Ship Methods.
**Please note, this alert requires order do contain a Ship Method (even if your subscription Variable1 is set to fire on ALL Ship Methods.**
The ship method is set on the Billing/Shipping tab of the sales order:
When will Email Send?
Use Variable Z to determine what stage the email will send.
TrackingNumber=fires when tracking number entered on the shipment record (please note if no tracking number entered, then alert will not send at all)
Invoiced=fires when invoiced
Shipped=fires when shipped
Who to send from?
Since this a customer-facing alert, we do recommend that the from email address for the alert comes from one of your department emails your customer can reply to (i.e. supplies@ OR customerservice@). We can make that change on your subscription, but please make sure CEOJuice has permission to send as that email address otherwise no emails will send out. Please see THIS POST on setting those permissions up.
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Best Practices & Tips
Best Practices & Tips
Please see THIS LINK for differences between ID216 and ID200 and our UPS Integration.
Please see THIS POST on how to enter tracking info and on how to ensure your Ship/Fulfill Process will meet the alert requirement.
For details on using PO Processor with ID200 see THIS POST.
Consider our UPS Integration (ID530) so you don't have to manually enter tracking info into e-auto.
Alert will look back 24 hours for qualifying orders, except on Monday when it looks back 72 hours.
Custom Property Set Up
There are two custom properties needed for this alert:
The contact category of ZCJDNSShipConf is set under Contact Categories:
If there are any questions on setting up either the custom property or the contact category, please send an email to firstname.lastname@example.org
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ID216 - Send order confirmation for Sales Order entry.
ID618 - "Cloned" alternate email for ID200, use to send the same tracking email for a different branch or separate order type.
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