Email Notifications

In This Guide

• Introduction
• Sending Bulk Emails Using Templates
• Sending Individual Emails Using Templates
• Sending Default Email Templates

Introduction

There’s a mass email feature stored in Smart Service Cloud. Although we’re going to focus on email notifications for upcoming work orders, you could use this feature to create and send emails in bulk or individually, for just about anything including invoices or quotes.​

To get started, you’ll need to create some email templates. Go to the Administration Center and select "Email Text Templates". Click on the "plus symbol" on the bottom-right to create a new one.

IIn the example below, I created a basic email template to remind customers of a scheduled service for tomorrow. The "description" field is the name of the template and won't be seen by your customers.

Smart Service Cloud also has the advanced option of using "Merge Fields". Merge Fields are text that is surrounded by {brackets}. They are placeholders that automatically populate information from specific records so you can send emails in bulk or individually without having to personalize each one. To learn how to use Merge Fields click here.

Also, we have added an AI Assistant (as seen at the bottom of the window) designed to help you write professional messages, access technical information quickly, and work more efficiently across your organization.

Sending Bulk Emails Using Templates

In the above example, we created an email template to remind customers about tomorrow's appointment. So let's send a bulk email to those customers using that template. Go to the Work Orders Center.

Click on the column header for "Work Order Date:. Then click on "Date Filters". Click on the arrows, select "Tomorrow" and then apply the filter. Select all of the work orders, and then find "Send Email" on the left and click on it. Click on "Show Options" and find the desired template. Review, and make changes to the email if you would like before sending.

Sending Individual Emails Using Templates

Again, you can send emails from just about anywhere, for anything within Smart Service Cloud. In the example below, we will email an individual a quote using a template.

Find the desired quote and click on "Send" at the bottom of your screen. You will be presented with the default email template for quotes. (More on that below). You can use a different email template if you choose, or create a new one by clicking on the plus symbol on the bottom-right of the window. You can edit the body of the message. Also, you will have options to include other elements such as attachments in the email.

Setting Default Email Templates

As mentioned above, you will be presented with the default email template. You can set these defaults for quotes, work orders, invoices and others by going to the Administration Center and selecting Companies. Then select the chosen company. Click on "Edit" at the bottom of your screen.