As a sales representative you regularly send out order confirmations, quotes and perhaps even invoices to your customers. According to your company’s policy, every mail that gets send to customers regarding orders should include the General Terms & Conditions document. Furthermore, there are some item-specific documents (e.g. a maintenance guide) that you should add to each email to customers buying this item.
Adding these documents not only takes up quite some time, you also tend to forget them regularly, which means you have to send out an extra email. There must be an easier way, right?
Let’s have a look at how to set up automatic attachments!
There are two different kinds of standard attachments. General attachments that should be sent with every email & item-specific attachments that are related to a certain item (category). We start with setting up General attachments by going to the doc.box Report Setup.
Here you select the report to which you want to add the general terms & conditions document, for example the Sales – Quote, by clicking on the line. In the menu you click on Related and Report Selection to open the doc.box Report Selections window.
Choose File in the Type column and click on the three points in the field of the Code column to open the doc.box Mail Attachments window. To add a new attachment, click on + New.
Choose a short code for the file, add a description, and click on the blue line under Filename. Import the file by dropping it in the square or by browsing your PC and click on OK to return to the doc.box Report Selections window.
Choose the Code of the general terms & conditions document. In the Selection Init Value column you can choose from three options:
Now, whenever you send a Sales Quote the General Terms & Conditions will be added automatically which can be seen below.
Next, let’s see how we set up item-specific attachments. You can set this up per Item or Item Category, both with the action Attachment Assignment. In the Item Card menu, you find this action under Related, acadon_doc.box. In the Item Categories list you find the action in the main menu. By clicking on the action, the doc.box Attachments Assignment window opens.
Click on the arrow under the Attachment Code column to fold out your existing attachment files. Click on + New to add a new file in a similar way as before, see step 4.
Similar to before, you can choose whether the file will be attached optionally or not by default by selecting the corresponding Selection Init Value. For this maintenance document we choose the value Yes.
Now, whenever you send a Sales Quote (or any other document) via email with this specific item (category) the Maintenance guide is added by default, but can be deleted, which can be seen below.
While in this example we look at sales documents, you can also do this for all other documents. When sending out a Purchase Order, for example, you could add a quality guideline for a product to make sure all Vendors create the exact product you sell. Or, in the future, you could send a questionnaire to your Vendors, asking for reference numbers to comply with the EUDR. The possibilities are endless!
