Automations

Owned by Stephanie Pepper (e-manage|ONE)
Oct 22, 2024
3 min read

Setting Up Project Contact Automations for Emails

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This feature allows you to define Project Contact Types to automate email workflows for documents such as Customer Quotes, Vendor Purchase Orders, and Customer Invoices. With this setup, e-manage|ONE will automatically populate the To field with the correct contact when sending these documents, along with pre-defined email templates and signatures.

In short, it ensures emails are addressed to the right person with consistent messaging and formatting, saving you time and reducing the chance of errors.

 

How to Set Up Project Contact Automations

Follow these steps to configure email automations based on contact type:

  1. Open the e-manage|ONE Administrator

    • From the main File menu, select e-manage|ONE Administrator.

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  1. Access Automations

    • Once signed in, click Automations on the left-hand toolbar menu.

  1. Select the Division

    • Choose the Division for which you want to configure the automation.

  1. Configure the Automation

    • Click the Configure button next to the document type you wish to automate:

      • Customer Quote

      • Vendor Purchase Order

      • Customer Invoice

  1. Select the Contact Type

    • Choose the Contact Type from the dropdown list. The system will use this contact for the To field when sending emails related to this document type.

  1. Set the Email Subject

    • Define the automated subject line for the email.

  1. Choose an Email Template

    • Select an Email Template from the list.
      (See here for more details on configuring email templates.)

  1. Optional: Add CC or BCC Contacts

    • You can select additional Contact Types to CC or BCC, but this step is not required.

  1. Use User’s Default Email Signature

    • If you want the email to include the default signature of the user sending the email, check the “Use User’s Default Email Signature” box.

  1. Activate the Automation

  • Ensure the “Active” checkbox is selected (this will be checked by default).

  1. Save the Configuration

  • Click Save to complete the setup.

  1. Repeat the Process

  • Follow the same steps above for any additional automations you need to configure.

If the Contact Type dropdown selection appears in green font, that means the automation for that document type has already been configured.

This automation feature helps ensure seamless, efficient communication with the correct contacts and consistent email formatting.