Contact Quotation Alerts
This page describes the Contact Quotation Alerts setting in the Business Alerts module.
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Whenever you mark an Opportunity or Quotation as Accepted and save it, a text (SMS) message can be sent automatically to the Customer, to confirm that you have received their acceptance of the Opportunity or Quotation. If you want to use this feature, follow these steps:
- Sending text (SMS) messages is a chargeable Cloud Service. To use it, ensure you have registered your database using the Automatic Internet Enabler method, as described on the Enabler Key page. Please contact your local HansaWorld representative to sign up for the service and for pricing details.
- Open the Business Alerts setting and set the SMS Type to "SMS" or "Suggest".
- Specify a System Phone No. in the Business Alerts setting or in the Internal System Alerts Settings setting. This number will be used as the source of each text (SMS) message and Customers may use it to reply.
- Configure the Contact Quotation Alerts setting as described below.
The Mobile Number to which a text (SMS) message will be sent will be chosen as follows:
- If the Contact Person quoted in the Attention field in an Opportunity or Quotation has a Mobile Number, the text (SMS) message will be sent to that Mobile Number. The Contact Person must be connected to the Customer in the Contact Relations register (i.e. the name of the Contact Person must appear in the list at the bottom of the window when you are looking at the Contact record for the Customer).
- If the Customer quoted in the Opportunity or Quotation has a Mobile Number, the text (SMS) message will be sent to that Mobile Number.
- If the Contact Person quoted in the Opportunity or Quotation has a Mobile Number, the text (SMS) message will be sent to that Mobile Number. Compared to point (i), this will be a looser search: the search will be by Contact Person name only and the Contact Person will not be connected to the Customer in the Contact Relations register (i.e. there won't be a Contact Relations record connecting the Contact Person and the Customer).
If no Mobile Number has been found after these steps, no text (SMS) message will be sent.
For the text (SMS) message to be sent successfully, you must have entered the Mobile Number as an international number. You can place + or 00 at the beginning of a number, but + is to be preferred as it is the standard method of signifying international numbers and will not change.
If you have set the SMS Type to "SMS" in the Business Alerts setting, the sending of each text (SMS) message will be completely automatic. Therefore, you will not be given the opportunity to personalise the message. However, if you set the SMS Type to "Suggest", the 'Text SMS: New' window will open when you mark an Opportunity or Quotation as Accepted and save it. This will give you the opportunity to personalise the message. When you save the Text SMS, your Signature will appear in the Person field and the Sent box will be marked automatically, signifying that the message has been sent. If you cancel, the message will not be sent or saved. If the 'Text SMS: New' window does not open, the probable reason is that the process described in steps i-iii above could not find a Mobile Number.
If the SMS Type is "SMS", messages will be sent from both Opportunities and Quotations when you save them after marking them as Accepted. If the SMS Type is "Suggest", the 'Text SMS: New' window will only open when you save Accepted Quotations, it will not open when you save Accepted Opportunities. Therefore, if the SMS Type is "Suggest", you will only be able to send messages from Accepted Quotations.
The Contact Quotation Alerts setting contains the following options and fields:
- SMS when Quotation Accepted
- Tick this box if you would like an automatic text (SMS) message to be sent to a Customer whenever you mark an Opportunity or Quotation as Accepted and save it.
- Limit
- Specify here the Opportunity or Quotation value that will trigger the sending of text (SMS) messages.
- No messages will be sent if this field is empty. If you need messages to be sent from every Opportunity and Quotation, enter "0.00" as the Limit.
- A Customer will receive a message if the TOTAL (i.e. total including VAT) in an Opportunity or Quotation is greater than this figure.
- No Currency conversion will take place. So if the Limit is 1000.00 for example, Customers accepting Quotations worth GBP 1000.01 and USD 1000.01 will both receive messages.
- Customer Class.
- Paste Special
Contact Classifications setting, CRM module
- If you would only like to send text (SMS) messages to Customers belonging to a particular Contact Classification, specify that Classification here. If you enter a number of Classifications separated by commas, text (SMS) messages will only be sent to Customers featuring all the Classifications listed.
- Quotation Class
- Paste Special
Quotation Classes setting, Quotations module
- If you would only like text (SMS) messages to be sent to the Customers in Opportunities that belong to a particular Opportunity Class and in Quotations that belong to a particular Quotation Class, specify that Class here.
- Std. Text
- Paste Special
Standard Text register, CRM module
- Specify here the Code of a record in the Standard Text register in the CRM module. This record should contain the text of the message that will be sent to the Customer.
When you have finished working with this setting, click the [Save] button (Windows/macOS) or tap √ (iOS/Android) to save the changes and close the window. To close the window without saving changes, click the close box (Windows/macOS) or tap < (iOS/Android).
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Settings in the Business Alerts module:
Go back to:
Introduction to Settings in the Business Alerts Module
