Log into Retail Operations and in the tree menu, open the Customers section and click on Work Orders. Emails can be sent manually, or the option is prompted automatically upon setting the Work Order Status to Ready.
Service emails are individually sent, that when triggered, opens a template message for the selected customer. Highlight the work order in the top Work Orders window and use your right mouse button to trigger the tasks menu. Select the option to Send A Work Order Email. This will open the EncomPos Mailer window with a template to either use as is, or customized for your needs.
From - The from line uses your email settings, located in the System Configuration, Retail Environment, Email Setup. You can also access the same information by clicking the Settings button at the bottom of the EncomPos Mailer window.
Subject - This is automatically set to read Your SCUBA Work Order is Ready for Pick Up. This can be changed if desired.
Attachment - Click the envelope if you would like to add an attachement to your email. If you utilize Primo PDF (www.primopdf.com - free service), you can print the work order to a pdf from the main Work Orders toolbar, and attach the work order to your email. You will need to browse to the location the pdf was saved to.
Email Message - This is a preset work order message that can be edited to meet your needs. The email uses the customer's first name on file to address the email and lets the customer know which work order has been serviced and is ready for pick up, using the work order number selected for emailing. The store phone number is also listed and is finalized with See you soon, from your store name.
Once you are ready, click the Send button to send the message. A status bar will display the progress and once sent, will bring up a message that the Send Completed successfully and that an entry has been logged in your sent email. If the message failed, you will be notified of it will a reason why if possible. Call support if this happens. Click the OK button to close out the email feature.
Settings - Correct mail settings are critical for emails to send successfully. You may need to call your internet provider to obtain some of the following information.
Email Address - The email account you want to use to send your emails from.
SMTP Server - This is your ISP's Outbound Server address.
SMTP Port - Default is 25 depending on your SMTP server, your ISP may block the default port if it is not their email account. You may need to contact your Email account provider to obtain an alternative outbound port to send on.
