Email the customer about a job

An email about a visit can say exactly when somebody is coming. A template written for a job is offered the job's own merge fields, and they fill in from the job the email is about.

1. Write the template once. Open Mallar, create a new template and pick Uppdrag when asked what it is about. The editor opens with a visit confirmation already written, and the Job group in the field list holds the rest:

• {{job.number}} and {{job.title}}
• {{job.date}}, the day of the visit, such as 09.10
• {{job.time}}, the time the visit starts, such as 14:00
• {{job.address}}, the street, postcode and town of the site
• {{job.status}}, the job's status in your own words
• {{job.technician}}, the first name of the person going
• {{job.customer_name}}, the customer's company name

Greet the person with {{contact.first_name}}. A generic template can use the job fields too, but a template made for a job is the one that offers them first.

2a. Send it by hand. On the job, use the email button at the top of the page and pick the template. The job's fields fill in straight away, so check the preview and send.

2b. Send it automatically. In Arbetsflödesautomation, start a rule on Uppdrag and add the Skicka e-post step with your template:

• a confirmation: Status ändrad, with a condition on the new status, for example when it is booked;
• a reminder the day before: Datum uppnått on the scheduled date, one day before;
• a follow-up or survey: the same trigger on the completed date, two days after.

The Job trigger is only there when your company has Jobs. See Create a workflow rule for building the rule itself.

Who it goes to. The job's contact person. When the job has no contact person, it goes to the customer's own email address instead, both by hand and from a workflow. Written by hand, the window says beside the address whether it is the contact person's or the one on the customer record, and you can change it before you send. A job with neither has nobody to send to: the email button stays greyed out and says why, so add a contact person or an email address on the customer first.

A job that is archived sends no date-based email, so a cancelled visit never gets a "we are coming tomorrow".