How can I send an email to my colleagues regarding a specific order, directly from iFlows, to request additional information?

Step 1: Navigate to the Orders section

• In the main menu, located on the left side of the screen, please click on the Sales option.
• From the sub-menu that opens, select Orders.

Step 2: Identify the order and access the send Email option

• In the displayed list, locate the order for which you want to send the email.
• Next to the respective order, in the last column on the right, titled Actions, click on the icon representing an envelope/paper airplane. This is the Send email button.

Step 3: Modifying the Recipient (Essential Step)

• After clicking the button, a new window will open, titled Send Email.

• To modify, click directly on the Recipients field.
• A list of options will open, containing both client emails and a separate section called "Employees".
• Select one or more emails from the Employees section.

• To add multiple recipients: Click the green + Add button and select another colleague. You can repeat this action for each colleague you wish to add.

Step 4: Writing the Message

• In the main text box, titled Message, please draft the content you wish to convey to your colleagues. (Example: "Dear team, for the attached order, please let us know the estimated sheet metal consumption. Thank you!")

*This option is available if the variable "Information" is inserted in the email template.

Step 5: Finalizing and Sending the Email

• After verifying the accuracy of the recipients and the message, click the blue Send button, located at the bottom of the window.
• The process is complete. Your colleagues will receive an email containing the written message, with the respective order automatically attached in PDF format.

If you frequently send this type of request, you can create a template to save time.

Step 1: Access the Templates section

• In the left menu, navigate to Settings.
• Then, select the Templates option.

Step 2: Creating a New Template

• Click the + New Email Template button.

Step 3: Configuring Template Details

• Section: It is MANDATORY to select the Order option.
• Name: Assign a relevant name to the template (e.g.: "Design department information request").
• Subject: Set a predefined subject (e.g.: "Information request for order [order_number]"). The [order_number] variable will be automatically replaced with the order number.
• Message: Write the standard text of the email (e.g.: "Dear colleagues, We kindly request you to provide the requested details... Respectfully, [employee_name]"). The [employee_name] variable will be automatically replaced with your name.

When you create or edit an email template, you will notice a list on the left titled Variable Fields. This is your palette of smart tags.

To insert a variable, follow these steps:

1. Position the mouse cursor exactly where you want the information to appear in the template.
2. Click on the desired variable from the list on the left. It will be automatically inserted into the text.
3. For example, instead of manually writing the order number every time, place the variable [order_number], and iFlows will automatically insert the correct number (e.g.: 54713).

• Press the blue Save button to finish.

Using the newly created template:

• Next time you send an email from an order, in the Send Email window, select the name of the template you created from the Template menu.

• The information will be filled in automatically, and you will only need to select the recipients (colleagues), following the instructions from Step 3.