Creating Email Notifications

This article will show you how to send notifications via email. This could be useful if you wanted to send an email to a customer that your engineer is on their way, for example.

You will need to make sure your email is set up within Clik. Read our setting up email guide to help you set up.

First, in Clik Service go to Settings > Settings.

Select Communication > Notifications and click ‘Add’.

Now it’s time to select the module you want the text notification to come from. In this case, we will select the job module. You can search the module by the ‘Filter Module’ field.

Give the notification a name by typing in the ‘Notification Title’ field and then click ‘Next’.

Now we need to create the trigger property, this is where you determine when the email should be sent.

In this example, the trigger will be when the engineer is assigned to the job based on the job status ‘Engineer Assigned’.

You can also create a condition for the notification. For example, you may only want this email to be sent if the status is assigned, but only for jobs set as a call out.

To do this, click on ‘Add Condition‘. Then select the magnifying glass on the condition and select the condition you want to filter by. In this example, we’ll set the condition as ‘Category‘ and then ‘=‘, ‘Call Out‘.

Once you are happy with the trigger to notify customers, click on ‘Next’.

Now select ‘Add New Action’ and select ‘Email’.

Next, it’s time to configure the email text you want to send. You may want to untick ‘Enable’ beforehand just in case it’s not quite ready for the notification to be sent out.

Click on ‘Configure’ to bring up the SMS configuration screen, this is where you will create the message that will be sent.

In this example, we would like all customers to receive a message if their job status changes to ‘Assigned’, To do this we need to click on ‘Add Recipient’ and select ‘Individual’.

Next, we need to select ‘Contact Look Up’ and as it’s about a job, we want the ‘Job Contact’ to receive the email. However, you can choose any recipient you wish.

Remember for this to work, contacts must have their details filled in from the CRM.

Now we can create the email we want to show by using text and ‘Tags’, tags will display the information from a job sheet.

To select a ‘Tag’ click on ‘Insert Tags’ and select the tag you require, below is an example of a message you may send out.

The tags we have used are:

• [AddressContact.FirstName] – will display the job contacts’ first name.
• [NextEngineer.StartDate_DateOnly] – will just show the date when the first or next engineer will arrive.
• [NextEngineer.StartDate_TimeOnly] – shows the start time of the first or next engineer will arrive.

You can also select a PDF print template of the job and if the job has any certificates attached to it, these will also send.

Click ‘OK’ to save and that’s your email notification saved and ready to go.