Activity Trigger Automatic Emails

To improve efficiency and accuracy, you can set up your system to automate activities when specific trigger parameters are met. Known as activity triggers, these parameters kick off automatic emails and have a specific address hierarchy in which they are sent. For each customer or vendor record, use the Additional > Activity Trigger option to apply these selections.

For each type of automatic email address that you enter in the To field on the Send Email window, the system checks the email addresses as follows:.

If you enter...	The system searches the following options...
AUTO	The email address entered when the order was placed on the web. The ordered-by contact information. The ship-to email address. The bill-to email address.
SEND@CONTACT	The contact selected for Ordered By in the sales order header and sends to that user's email address. The ship-to email address. The bill-to email address. Note: You can also set up these activity triggers to respect the email address of the contact attached to the order. To do this, you must set the Validate Name In "Ordered By" Field Against Customer Contactcontrol maintenance record.
SEND@CUSTOMER	The ship-to email address. The bill-to email address.
SEND@INSIDE	Uses the order's inside salesperson's email address.
SEND@OUTSIDE	Uses the order's outside salesperson's email address.
SEND@WRITER	Uses the writer selected in the sales order header and sends to that user's email address.
SEND@CREDIT	Uses the email address for the user identified as the credit manager through the customer's Credit Control Parameters in Customer Maintenance.

Set the hierarchy up using the following control maintenance records:

For more information about how to apply or use activity triggers, see Assigning Activity Triggers in the Entity Maintenance online help.

Activity Trigger Email Example

The following describes how an activity trigger email could work.

Givens

The corporate entity defined in the Corporate Entity control maintenance record activity triggers are set as follows:

New Sales Order – Email Sales Doc HTML
Properties: ***Auto*** for the email address

The Activity Trigger Default control maintenance record to Yes.

Results

With these settings the following are true:

Every customer in the company receives a copy of any new order created.
If the order was created through Web Commerce, the system uses the email address entered on the web order.
If the order has a contact in the Ordered By in the Header tab of the order, the system uses the contact's email address as defined in Contact Maintenance.
If there is no entry in the Ordered By field, the system pulls the uses the first email address listed for the ship-to customer on the order.
If no address exists for the ship to customer, the system uses the first email address listed for the bill-to customer associated with the ship-to.

Note: The system does not send multiple copies of an email to the same email address, however it does send multiple copies of an email to different email addresses.

Customers in Branch 1 do not need to inherit from the corporate entity.

In Branch Maintenance, open Branch 1 and select Maintenance > Edit Entity and select Branch Entity to display the customer associated with the branch record.
In Customer Maintenance, select Additional > Activity Trigger to display activity trigger maintenance and set the Inherit field to No.

All customers associated with branch 1 no longer inherit their activity triggers from the corporate entity. The customers now inherit from Branch 1. If no triggers are set at the branch level, the customers attached to the branch inherit nothing. You can set triggers for each customer individually.