Redsky Mobility

Introduction:

During the entire move management process i.e from initial contact to invoicing, there are many scenarios where one needs to send out notification emails to the parties involved in a move. The Email template feature provides an easy way for you to set-up email templates and configure whom to send and what to send alongwith the relevant content and attachments.

Through the Email template functionality, a user can set up their email templates based on their objective and situation. This feature also offers the possibility to fetch the information in the email from RedSky fields dynamically. For example, in case one sends a confirmation email to a customer, the customer's email can be set dynamically to be fetched from the customer file, the Coordinator's name can be set dynamically to be fetched from the customer file, etc. With this feature, you only have to create a template and then based on certain conditions, you can send out emails which fetch information dynamically from Redsky. 

Further this functionality also gives the option to edit the emails before sending out and those changes will be run time changes and will not impact the email template.

Few examples -

- confirming pre move survey request to customer

- sending out Quotations to customers through email

- Generic messages like sharing COVID guidelines which user can follow.

- To confirm shipments pack and pick up date with client

Details on how to setup a template:

To access the Email Setup Template go to the ‘Administration’-menu and click ‘Email Setup Template’.

The Email list will open. 

 In this list you will find the already created emails. To create a new email, click on the ‘Create’-tab. 

Below you will find an explanation of the fields in this screen.

Description

The description of the email. This will be displayed in the Email Setup Template List. This description will also be shown in the ‘View Emails’ tab in the Customer File or the Service Order.

Module

This determines the level where the mail should be shown. Customer File or Service Order.

Sub-Module

This determines the sub-level where the mail should be shown in the Service Order.

Add Signature from App User (Checkbox)

 This is not functional.

Filters

The fields in the ‘Filters’ section determine when an email is shown

Job Type, Mode, Routing, Move Type, Service, Company Division

When an email should only be shown for one particular job type, mode, routing, etc. you can select this job type here. When this field is left empty, the email will be shown for all job types. In case the email should be shown for multiple, but not all, job types, you can use the ‘Others’ field, details of 'others' explained below

Language

The ‘Language’ field determines for which language the mail should be visible. Visibility of the mail depends on the ‘Preferred Language’ chosen in the Customer File. 

 Others

In the ‘Others’ field you can enter a number of statements to determine when an email should be visible. This functionality is same as applying logic for ToDo items. Basic knowledge is required to fill this field. Refer to the example below. 

Example:

An email needs to be shown for a number of accounts, e.g. only when 'ABC Company' is the account. In this case the ‘Others’ field will be filled with:

customerfile.accountcode IN (‘T18817’)

 The ‘customerfile.accountcode’ is the name of the field. This can be determined by right clicking on a field and selecting the option ‘Inspect Element’. In the situation where it is needed to fill out this field, please contact the RedSky User Support Centre for more assistance.  

Test Condition

With this button you can check if all the conditions in the ‘Filter’-section are correct. Especially when the ‘Others’ field is used to specify the conditions, it is advised to check if the conditions are correct.  

ATTACHMENT TYPE

It is possible to add attachments to the standard emails. 

Attach Files

In this section you can identify which type of attachments needs to be included. This attachment will be sent with every email. 

Document Type

Attachments from the File Cabinet can also be included. All the files (if any) from the File Cabinet with the chosen document type will be attached to the email.  

Add Jrxml

Next to the previous uploads it is also possible to add a RedSky form, which is normally sent from the ‘Forms’ tab in a Service Order, a Work Ticket, or a Customer File. After clicking the ’Add Jrxml’ button, two fields become visible. 

 The Jrxml name can be found in the form settings, Administration → Reports. In the form settings the Jrxml name is entered in the field ‘Actual Report Name’. When typing in the Jrxml Name RedSky will show a list of names containing the typed text.

 Email Message

The bottom part of the screen contains the email address section and the email body section. 

The fields in this section can be filled with fixed data, manual text, or with data retrieved from RedSky. If you want to include data from RedSky, you can specify this in the email body text by placing the fieldname in the following format ^$RedSky fieldname^$. The ^$ and $^ are needed to specify the field. If these symbols are left out, the RedSky fieldname will be shown as text. 

From/To/CC/BCC

These fields can be filled with a fixed email address or with the field code of the email address to be used, e.g. ^$customerFile.email$^, ^$customerFile.Coordinator$^

Subject

In this field you can fill out the subject of the email. In this field you can also include RedSky fields, like e.g. Customer File # or Service Order #, by using the format ^$fieldname$^.

Status

In this field the status is shown. This field will be filled automatically after clicking the ‘Test Condition’-button. 

Email body

Here the actual email is composed. In this field ‘RedSky’ fields can also be included by using the format ^$fieldname$^. 

E.g. for a confirmation of a move from Amsterdam to New York, compose the following sentence.

We are pleased to confirm your move from ^$customerFile.originCity$^ to ^$customerFile.destinationCity$^. 

In the actual email this will be shown like:

We are pleased to confirm your move from Amsterdam to New York. 

Save

After all fields are filled out save the setup by clicking the ‘Save’ button. 

How to Add Dynamic Fields in Subject, Email Body, From/To/CC/BCC

Redsky provides the fields in this format ^$RedSky fieldname^$ to fetch or include data from the Redsky, and these dynamic fields can be used in Subject, Email Body, From/To/CC/BCC fields. Most common fields can be copied by clicking on the "Copy Dynamic Fields" in the top right corner and paste it where required. Follow the below steps to use the "Copy Dynamic Fields" functionality:

- Click on "Copy Dynamic Fields" in the top right corner of the Email setup section. 

- Clicking on the "Copy Dynamic Fields" will open the side panel showing the different sections:

- Clicking on the section will show the most commonly used fields in Redsky

There are additional fields now provided for Consultant and Sales Person under User with Customer file and User with Service Order File. 

Click on any of the sub-section and then fields, it will copy the actual field name in Redsky in this format ^$RedSky fieldname^$. You can then paste this field name wherever. These available fields can be used in Subject, Email Body, From/To/CC/BCC (Use the valid email fields for From/To/CC/BCC). Refer to the "How to retrieve Redsky fieldnames" for the fields required to set up the email template and currently unavailable on the side panel

Refer to the below table for the fields available in the "Copy Dynamic Fields":

 How to retrieve RedSky fieldnames

To retrieve the RedSky fieldname, first go to the field you want to use in the email. In the example below I will retrieve the fieldname of the ‘Last/Company Name’-field in a Customer File. 

 Go to the Customer File and right-click on the ‘Last/Company Name’ field. 

In the menu select ‘Inspect Element (Q)’. A new section will open at the bottom of your screen. 

Here the fieldname is visible. 

In this case the fieldname is ‘customerFile.lastName’.

How the Email template works:

Once you have set the email templates, then based on the condition user has applied on template, respective templates will start appearing under the "View Email" tab of Customer file or Service order.

From there user can send out the emails by clicking on the 'Send' button for respective emails. User can also edit the emails before sending them and these changes will not affect the templates.

How to check the status of emails sent

Once the email is sent from the customer file or service order, user can also check the status of the email sent. 

To check the status, go to Security à Email Tracker

User can search for the specific email with the fields available in the search criteria.

Email status will appear on email tracker page as mentioned below-

 : - Sent successfully.

 : - Pending.

 : - Failed