The Email Options setting defines particular events which will trigger email notification and which personnel receive the email. The events that will trigger an automatic email notification are described in the table below. When one of these events occurs, such as a change in dispatch status, an email will automatically be sent to the personnel assigned to the event through the Email Options settings.
Events that trigger automatic email notification
|
Email Options Event Value |
Event Description |
|
Accept Self Haul |
Occurs when the Request Self Haul has been authorized through the Move Information tab and a message is sent with a subject line of “Self Haul authorization.” |
|
Cancel Service |
When a service is cancelled in Local Dispatch a message is sent with a subject line of “Local Service Canceled.” |
|
Claim Alert |
When a Claim Notification note is created on the system a message is sent with a subject line of “Claim Notification.” |
|
Clear Service |
When a service has been cleared in Local Dispatch a message is sent with a subject line of “Cleared Service.” |
|
Decline Service |
When a service has been cleared in Local Dispatch a message is sent with a subject line of “Cleared Service.” |
|
Dispatch Status Change |
When the status of service has changed in Local Dispatch a message is sent with a subject line of “Dispatch Status Changed.” Refer to the Dispatch Status Settings section for details on customizing the menu selection available to dispatchers. |
|
Edit Service |
When a service is edited through Local Dispatch a message is sent with a subject line of “Local Service Changed.” |
|
Request Self Haul |
When the Request Self Haul has been requested through the Move Information tab a message is sent with a subject line of “Request Self Haul.” |
|
Sales Lead |
When a Sales Lead is created a message is sent with a subject of “Calendar Appointment Added.” |
The personnel that can receive the email notification are defined below.
Personnel that can receive automatic email notifications
|
User Type in Email Options Setup |
Field Location within MoversSuite (Email Recipient) |
|
Sales |
Salesperson assigned in the Name,Address,Phone tab or in the Sales Lead Information interface (available when creating a sales lead). Note: The Salesperson is assigned to a Sales Lead by association to the Account Profile listed for the lead. Account Profiles are maintained within the Account profile Management interface found within the Tools > Manage > Account Profile options of MoversSuite. |
|
Dispatch |
User assigned to service(s) listed for the Order within Local Dispatch. |
|
LogisticsCoor |
Name, Address, Phone > Logistics Coordinator. |
|
TransportationCoor |
Name, Address, Phone > Transportation Coordinator. |
|
Other/Other Email |
Mover’s Suite Administration > Common > Email > EmailOptions > OtherEmail. |
|
LDDispatch |
User assigned to the Trip (or Order) within Long Distance Dispatch. |
Use the Mover’s Suite Administration > Common > Email > Email Options setup to link the events to appropriate personnel.
Figure 8: Email Options Setup
The particular messages received from the events are described within the Automated Email Services Message Descriptions section.
The procedure below describes how an administrator can set up the Email Options.
Defining the Email Options for Automatic Email Service
1. Access Mover’s Suite Administration,
2. Open Common > Email > EmailOptions,
3. Set the flag to “1” for each of the following personnel that will receive an email for each of the Email Option event types, such as Accept Self Haul, Cancel Service, Claim Alert, etc. as detailed in the table above titled Events that trigger automatic email notification:
a) Set Sales to “1” to send an email to the Salesperson assigned to the Order,
b) Set Dispatch to “1” to send an email to the Local Dispatcher assigned to the Order,
c) Set LogisticsCoor to “1” to send an email to the Logistics Coordinator assigned to the Order,
d) Set TransportationCoor to “1” to send an email to the Transportation Coordinator assigned to the Order,
e) Set Other field to a “1” to enable the address specified in the OtherEmail field to receive an email,
f) Enter an OtherEmail address to be added as an email recipient when the Other field is set to “1”,
g) Set LDDispatch to a “1” to send an email to the Long Distance Dispatcher assigned to the Order.
Note: If using the Dispatch Status Change option, then use the Dispatch Status Settings to identify which status triggers the email notification.
4. Press the Tab button to add the record to the database,
5. Repeat Steps 3 and 4 for other EmailOption values, as needed.