Send automatic Invoice Generated emails

Top Tip! accessplanit platforms come with many pre-built Email Templates to save you time! These pre-built templates include a ‘Paying User - Invoice Generated’ Email Template from which you can use or copy. Open the ‘Administration’ menu from the Profile options at the top-right of your platform Open the ‘Email Templates’ menu option to access the page where you can create and manage your Email Templates This will take you to the Email Templates DataGrid If you plan to copy from an existing Email Template, search for that Email Template, right-click on it and select ‘Edit’, then copy the contents of the Body, return to the Email Templates DataGrid Click the ‘Add Email Template’ button This will open the Email Template Form Give your Email Template a ‘Name’ We recommend labelling your Email Template with the name of the anticipated recipient followed by a description of the email, such as “Paying User - Invoice Generated” Select which Module your Email Template relates to, as this email will contain information about your Invoices, you should select ‘Invoice’ Leave the ‘Email Type’ selected as ‘Normal’ as this is a transactional email, not a marketing email   Leave the ‘Creation Mode’ as ‘Free Text’ as you will be defining the content of your email directly in the Email Template rather than first building Text Templates   Add in a ‘Subject’ for your email We recommend including the reference of the Invoice within the subject to catch the recipient’s attention in their inbox and to make the email easy to find later through searching, you can do this by adding the merge field @@Reference into the Subject text box Add in the ‘Body’ of your email If you copied the content from an existing Email Template, you can paste this content here! If you need to apply branding to your email, please see our dedicated guide: Add company branding to Email Template You can use the ‘Quick Link’ option to add a direct link to your Invoice within the Email Template. Use the ‘Field' drop-down option in the text editor to include merge fields such as the Reference and the Invoice’s Status within your Email Template Learn more about merge fields Merge Fields may vary depending on which module is selected. Example Merge Fields that may be useful in your Booking Confirmation Email Template: @@TargetUserFullName @@TargetUserCompanyName @@Reference @@Oustanding @@AmountPaid @@PONumber @@DateDue To test your Email Template, click the ‘Preview & Test’ button at the bottom of the window Select a Preview Object by clicking the ‘Select’ button This will open a pop-up window where you can select which Delegate you would like to test your Email Template with Select your Preview object and press ‘OK’ button You will now see a preview of your Email Template, populated with the information of your selected Course If an area is blank where a Merge Field is placed, this could mean that there is no information stored for this Delegate/Placeholder under the Field the Merge Field is related to To check that the Email displays correctly when it is sent, send a sample of the Email to yourself by providing your email address and clicking the ‘Send Email’ button Once you are happy with your Email Template content, press the 'Save & Close' button

Top Tip! accessplanit platforms come with many pre-built Workflows to save you time! These pre-built templates include a 'Paying User - Invoice Generated’ Workflow which you can update or clone. Open the ‘Administration’ menu from the Profile options at the top-right of your platform Click on the ‘Workflows’ menu option to open the Workflows DataGrid This will open the Workflows DataGrid Click the ‘Add Workflow’ button This will open the Workflow Details page From the new Workflow form, enter a ‘Title’ for your Workflow We recommend labelling your Workflow with the name of the anticipated recipient followed by a description of the email, such as “Paying User - Invoice Generated” Select the same Module that you used for your Email Template (for this Workflow you need the ‘Invoices’ module) Leave the Trigger Event set as ‘Saved’. This workflow should be generated when a Course is first ‘saved', not when it is ‘deleted’ Provide a useful Description so that your team know what this Workflow is for Leave your Workflow inactive for now It will be set to active once you have finished setting everything up! Click the ‘Save’ button in the top right After you have saved your Workflow with those details, you will be able to access the management menu on the left to add further information From the Workflow Management menu, click to open the ‘Settings’ page for this Workflow This will open the Workflow Settings page Optional - The ‘Required Role’ option is where you can set that only Training Administrators or only Super Administrators are able to view and edit this Workflow, if this option is left blank, it means both Super Admins and Training Admins can both view and edit this Workflow You will need to toggle the Advanced Rules tick box to display your Workflows rules in the Advanced approach You will require Advanced rules for this Workflow, please see our dedicated section within our Workflows Overview page for more information Add Rules to your Workflow to decide which Courses will have this Invoice email triggered Here are some common rules used for automated Invoice Emails: Only trigger workflow when the Invoice Status is not in Cancelled or Temporary Leave the ‘Matching Rules’ checkbox checked It is very unlikely that you will need to make any changes to any of the other settings available on the Settings page, to read more about these options please see our guide Workflows Overview Once you have added all of your rules, click the 'Save' button at the top right of the page From the Workflow Management menu, select the ‘Actions’ option Select the ‘Add Workflow Action’ button   This will open the ‘Details’ section for your Workflow Action Enter an ‘Action Label’ for your Email Action We recommend labelling your Workflow Email Actions with the details of the email and when it will be sent, such as ‘Paying User - Invoice Generated’ Select the Action Name ‘Send an Email’ Press the ‘Save’ button in the top right to access the additional settings  Once you have saved, the parameter options for your automated email will become available The first setting is ‘Action Date’ this is where you define when the email will send For this Workflow action, its recommended to set this action date 5 minutes after the date created, Please see our dedicated section within our Workflow with Email Actions page for more information on Action dates Check the ‘Send on Action Date Only’ if you do not want an email to be sent for Delegates who are added to your Courses after the email has been sent For example, if your email is set to be sent 14 days before the start date and a Delegate is booked 10 days before the Course, they have missed the Workflow Action Date If ‘Send on Action Date Only’ is checked, the email for this Delegate would not send If ‘Send on Action Date Only’ is not checked, the email for this Delegate would send soon after the Delegate is created providing they meet the Workflow rules   Use the ‘From Address’ options to enter the sender email address for this email This reduces the risk of your emails being mistaken for spam or phishing attempts, plus, it simplifies your communication – as the recipient of your email will know who to reach out to and where their replies to your emails should go. Please make sure that you use a real email address as your ‘From Address’, otherwise the emails will likely end up being caught by spam filters. Use the ‘To Address’ options to select who you would like to receive this email Select the Email Template that you created earlier from the 'Email Template’ drop-down box As standard, a individual email will be sent for each Customer that meets the rules of your Workflow, if you would like to send new Invoice emails that contain the details of multiple Invoices, you can create a Consolidated Email Template and include that within your Workflow Email Action If you would like to include any attachments to this email, click the ‘Add File’ button on the Attachment options, and select your file You do have the option to attach the Invoice as a PDF to your Email Template, you can do this by checking the checkbox ‘Attach Invoice as PDF’ Click the 'Save' button to save your Workflow Email Action Once you have added your Workflow Action, your Workflow is ready to be tested!

Open the ‘Administration’ menu option at the top right of your platform Click on the 'Workflows' menu option to open the Workflows DataGrid Search for your Workflows by applying filters and/or searching the Workflows DataGrid Right-click on the Workflow and select ‘Actions’ from the context menu This will open the Workflow Actions DataGrid From the Workflow Actions DataGrid, right-click on your Workflow Email Action and select the ‘Edit’ option Click on the ‘Preview & Test’ button at the top right of the Workflow Email Action edit page Select a Course from the ‘Preview Object’ This will show you a preview of the email and how it will display in the ‘Content’ section Enter your Email Address into the 'Send sample to' option Click the ‘Send Email’ to send a copy of this Email Template for this Invoice to your Email Address If you notice any changes are needed to your Email Template, open the ‘Email Templates’ DataGrid from the ‘Administration’ menu option, edit your Email Template and save. You can then run through these testing steps again. Once you are happy with the content of your Email Template and Workflow you can set your Workflow to Active! Top Tip If you would prefer to test your Workflow Rules before enabling your Workflow, do not set your Workflow to Active and please move directly to ‘Test your Workflow Rules - Become the Recipient’ in this guide. Open the ‘Administration’ menu option at the top right of your platform Click on the ‘Workflows’ menu option to open the Workflows DataGrid Search for your Workflows, right-click on it to view the context menu options and select the 'Edit' option Scroll down to the ‘Active’ checkbox and check this box Click the ‘Save’ button at the top of the page to save your Workflow as active!

Open the ‘Administration’ menu option at the top right of your platform Click on the ‘Workflows' menu option to open the Workflows DataGrid Search for your Workflows by applying filters and/or searching the Workflows DataGrid Right-click on the Workflow and select ‘Actions’ from the context menu From the Workflow Actions DataGrid, right-click on your Workflow Email Action and select the ‘Edit’ option Scroll to the ‘To Address’ option and change the setting from ‘Field’ to ‘Constant’ If there are any existing recipients listed in the ‘To Address’ bar remove these, and type in the email address(es) that you would like to receive your emails to, press enter after you have typed in each email address Click the ‘Save’ button at the top of your page to save these changes Repeat steps 4-6 if you have any additional Workflow Email Actions for this Workflow Once you have set all of your Workflow Actions to send to an Administrator’s Email Address you can set your Workflow to Active! Open the ‘Administration’ menu option at the top right of your platform Click on the ‘Workflows’ menu option to open the Workflows DataGrid Search for your Workflows, right-click on it to view the context menu options and select the 'Edit' option Scroll down to the ‘Active’ checkbox and check this box Click the ‘Save’ button at the top of the page to save your Workflow as active! After a period of time, when you are confident that your New Invoice emails are sending for the right Invoices at the right time, you can then update the Workflow Actions 'To Address' to the correct recipient(s) and Save.