Create a New Email Response Template

The Email Response Utility sends an email to the user who created a work order as it moves through the status cycle from pending to complete.

Before you begin using Email Response Utility templates to send email, you must enter a valid email address in Requester Email Addresson the Work Order screen.  In order to receive the email, the email address has to be present before the status of the work order changes and the work order is saved.

Before you begin using Email Response Utility templates to send email, you have to meet these conditions:

• TMS Control Panel has to be running. and there must be valid SMTP server information setup in Control Panel.

• You must enter a valid email address in the Requester Email Address field on the Work Order screen.  In order to receive the email, the email address has to be present before the status of the work order changes and the work order is saved. 

You can add multiple email addresses by separating them with a semi-colon (ex: [email protected]; [email protected])

To create an Email Response Utility template from the Modules menu, follow these steps:

1. Click Email Response and then New

2. This will take you to the Email Response screen

3. In the Identification area of the screen, enter the following information:

   • Type in a Name for your Email Response Schedule

   • Type in a short Description

   • From the Segment drop-down menu, choose your segment.  

4. In the Content area of the screen, enter the following information:

   • From the Report list, select a Quick Complete report  

   • The report you select here determines what the content of your email message looks like.

   • From the Status list, select Active to make your new Email Response template active

   The status of the template can be changed later if you no longer want the Email Response template to send email, you can set it to Inactive.

   • In the From field, type in the email address you would like the recipients to see the email as from. This does not need to be a valid email address.

     The CC and BCC fields are optional fields.  If you add a recipient's email address to the CC field, a copy of the email response is sent to that recipient, and the recipient's name is visible to other recipients of the email response.  BCC is an abbreviation for blind carbon copy. If you add a recipient's email address to this field in a message, a copy of the message is sent to that recipient, and the recipient's name is not visible to other recipients of the message.

5. In the Schedule area of the screen, enter the following information:

   • In the Subject field, type in the subject of the email response

   • The Header and Footer are optional fields.  Type in any information in these fields that you would like to see in the header or footer of the email response

6. Click Save.

7.  At this point, the Email Response New screen changes to the Email Response Edit screen.

8. Proceed to the Details tab to enter additional information.

   The Details tab enables you to choose the Status/Sub-Status combinations that trigger the Email Response.