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Outsourced Mail Service: Automated

An action to automatically send a customer-level or invoice-level reminder via physical mail can be configured within Workflows‍ or Global Rules‍. When configuring a rule, select the Send Mail action to pair up with a selected event.

Automated Mail from COLLECTION WORKFLOWS

  1. Go to Workflows | COLLECTION WORKFLOWS.

  2. Select an existing workflow or add a new one by clicking on the Add Workflow button.

  3. On the workflow's page that opens, click on an already existing rule to modify it or add a new one by clicking on the Add Rule button.

  4. Select Send Mail in the Action drop down list:

  5. Select a template and the attachments. For more details, see Template and Attachments options descriptions in the Automated mail: detailed overview section.

  6. Add more actions if required.

  7. Click SAVE RULE to confirm the rule (consisting of an event/action).

  8. Review your workflow settings to confirm that the Do not send a reminder if ERP PDF is missing‍ option is enabled.
    That ensures the Send mail action/request is only initiated if the invoice PDF is synced and available in YayPay. A check is repeated every 4 hours over the next 3 days (72 hours) if the invoice PDF is missing.

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Note

  • The Send mail action is only available for customer and invoice events.
  • The Sending Time option does not apply to Send mail actions. It only applies to email reminders.

Automated Mail from GLOBAL RULES

  1. Go to Workflows| GLOBAL RULES.

  2. Click on an existing rule to modify it or add a new one by clicking on the Add Rule button.

  3. Select Send Mail in the Action drop down list.

  4. Select a template and the attachments. For more details, see Template and Attachments options descriptions in the in the Automated mail: detailed overview section.

  5. Add more actions if required.

  6. Click SAVE RULE to confirm the rule (consisting of an event/action).

  7. Review your global rules settings to confirm that the Do not send a reminder if ERP PDF is missing‍ option is enabled.
    That ensures the Send mail action/request is only initiated if the invoice PDF is synced and available in YayPay. A check is repeated every 4 hours over the next 3 days (72 hours) if the invoice PDF is missing.

Delete

Note

  • The Send mail action is only available for customer and invoice events.
  • The Sending Time option does not apply to Send mail actions. It only applies to email reminders.

Automated Mail: Detailed Overview

After selecting the Send Mail option from the Action list, additional template and attachment related options appear:


Template:

Select a mail template (predefined letter) from the drop down list.


Note  When using a template, the following applies:

  • You can not edit the subject and body of the letter.

  • It is mandatory to select a template. This means that you will not be able to save the rule without selecting a template.

  • There are no Recipient and Address fields, as this action will be applied to all customers covered by the rule/workflow.

You can find a set of predefined mail templates by going to Workflows| MAIL TEMPLATES:

The predefined mail templates include:

  • Current bucket

  • 30 days+ bucket

  • 60 days+ bucket

  • 90 days+ bucket (suspension)

  • Invoice is coming due

  • Monthly Statement

  • Promise-to-Pay Broken

You can use the sorting menu to sort mail templates based on their name, creation date, or update date. The current sorting state influences the order of the templates displayed within features that support mail template selection, e.g. mail reminders, rule engine actions, etc. 

In Workflows| MAIL TEMPLATES, you can edit the predefined templates or create your own by clicking on the Add Template button:

Each template can consist of a maximum of 1 000 characters.

To create your own template:

  1. Go to Workflows| MAIL TEMPLATES.
  2. Click on the Add template button.
  3. Define the template name.
  4. Define the subject.
  5. Define the message body. You can plain text and dynamic tags. However, mail templates do not incorporate dynamic tags with links, unlike email templates.
  6. Click on the SAVE button above the template editor to save the template.


You can use your created template both in the rules and workflows. In addition, you can select it from the Templates list when configuring the Send Mail action e.g. on the Aging Report page.

Delete

Important 

If you try to delete a template that is already used in a rule, you will have to replace it with a different one selected from the list.


Delete

Tip

To send an automated mail reminder that contains only attachments, for example Customer Statement PDF or Invoice PDF:

  1. Create a new blank template:

    1. Go to Workflows| MAIL TEMPLATES to create a new template for the Workflow/Global Rule configuration.

    2. Leave the template's body blank, i.e. do not enter any message.

    3. Give the template a descriptive name, for example a blank template.

    4. Specify the other fields as described in the Automated Mail: Detailed Overview section and Save the template.

      Creating a blank template is a necessary step because selecting a template is mandatory when creating a rule. Without selecting a template, you would not be able to save a rule.

  2. Select the blank template when configuring the rule:

    1. Go to Workflows| GLOBAL RULES and create or update a rule.

    2. Select Send Mail in the Action drop down list.

    3. Select the previously created blank template from the Template drop down list.

    4. Specify the other fields as described in the Automated Mail from GLOBAL RULES section and click on the SAVE RULE button to confirm the settings.

  3. As a result, the automated reminder that will be sent via physical mail will only include attachments, without any additional pages.

For manual mail reminders, selecting a template is not mandatory. This means that you can send a physical mail reminder with Customer Statement or Invoice PDF attachments without choosing a template.



Attachments:

The individual attachment related options available after selecting the Send Mail option from the Action list, are determined by the selection made in Event when configuring a rule:

  • For customer events, the available attachments are Attach Customer Statement PDF and Attach Child Customer Statement PDF:

  • For invoice events, the available attachments are Attach PDF of the open invoice that triggered the action, Attach Customer Statement PDF, and Attach Child Customer Statement PDF:



Select the documents you want to attach. It is not mandatory to attach a document.

To find out how to review the sent mail, refer to Outsourced Mail Service: How to review and edit the sent mail  

Using Preferred Delivery Method as a Custom Condition

If your account has Outsourced Mail or Chorus Pro enabled, you can assign a Preferred Delivery Method to a customer. This means that the assigned delivery method (email or physical mail) will be used to send invoices to that customer.

Additionally, you can use the Preferred Delivery Method field in Workflow Custom Conditions.

For example, you can create a rule to send a 30 day reminder via physical mail using the Send Mail action and selecting the relevant template and attachments. This way, the reminder will only be sent to customers who prefer physical mail and not to those who have Preferred Delivery Method set to Email:

This approach can also be used to send email reminders to customers who have Preferred Delivery Method set to Email.

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