Comments and Email Notifications
- Brian Crotty (Unlicensed)
- Dominik Lindenberger
- Dámaso Luque (Unlicensed)
Overview
The Agile ERP system offers a digital solution to streamline communication by collecting comments and discussions directly alongside part files and order details. This integration simplifies the process of addressing queries and ensures all stakeholders are informed and aligned.
Communicating with Customers through Comments
To facilitate ongoing conversations with customers at each sales transaction stage, use the comment feature.
Comments can be posted, responded to, edited, or deleted at any time.
To add a comment, navigate to an active Request, Quote, or Order, and find the comment section at the bottom of the summary page.
Posting a comment will trigger an e-mail notification to the customer (see also below).
Warning: Comments will not automatically be transferred between Sales Transactions.
For example, a comment that is created on a quote is not transferred to an order. However, you can see a list of all comments across all Sales Transaction objects on the Project detail view.
Using Internal Comments for Service Only Communication
In Agile ERP, you can also have private conversations with your team members using internal comments without customers seeing your discussions.
How to Post an Internal Comment
Navigate to Your Sales Transaction: Go to an active request, quote, or order.
Find the Comment Section: Scroll down to the bottom of the summary.
Add an Internal Comment: In the comment text field, enable the "Internal Comment" toggle before posting. These comments are only visible to Service Panel (SP) users.
Internal threads are distinctly marked for easy identification.
Title: Enhanced Communication in Agile ERP: Managing Comments and Notifications
Overview
The Agile ERP system offers a digital solution to streamline communication by collecting comments and discussions directly alongside part files and order details. This integration simplifies the process of addressing queries and ensures all stakeholders are informed and aligned.
Communicating with Customers through Comments
Writing Comments
To facilitate ongoing conversations with customers at each sales transaction stage, use the comment feature.
Comments can be posted, responded to, edited, or deleted at any time.
To add a comment, navigate to an active Request, Quote, or Order, and find the comment section at the bottom of the summary page.
Replying to Comments
Engage in active discussions by clicking the 'Reply' button on existing comments.
Both parties receive notifications when a new comment or reply is added.
Internal Communication with Service Team
Posting Internal Comments
For internal communication exclusive to the service team, use the internal comments feature.
These comments are not visible to customers, ensuring internal discussions remain confidential.
Managing Internal Comments
Internal threads are distinctly marked for easy identification.
Team members can edit, reply to, and manage these internal comments as needed.
Notifications and Email Alerts
The system automatically sends email notifications to all involved parties for each step in the sales transaction workflow.
This feature ensures that the communication chain is maintained and updated throughout the various stages of the transaction, from confirming parts to placing an order.
The following table provides an overview of the existing notifications.
Triggers event | Event | Receives e-mail notification |
|---|---|---|
User | creates a new request | Service Provider |
User | creates a new order | Service Provider |
Service | creates or edits a quote | User |
Service | creates or edits an order | User |
Service | updates an order status | User |
User | uploads an attachment to an existing sales transaction | Service Provider |
Service | uploads an attachment to an existing sales transaction | User |
User | creates a comment or reply in the user panel | Service Provider |
User | edits an existing comment or reply in the user panel | Service Provider |
Service | creates a comment or reply in the service panel | User |
Order links sent to customers in email notifications always point to the actual order in the User Panel. E.g.
.../user-panel/sales-transactions/orders/278
However, there is one exception:
If the customer is at the same time a Service user at the Service where she created the order, then the emailed order link points to the order in the Service Panel, e.g.
.../service-panel/1/sales-transactions/orders/278
Next Step: Generating PDF Documentation