Email Triggers

Email notifications can be triggered based on a specific Job Status or Task Status to keep all relevant parties informed of the current state of the delivery or pickup. There are 2 types of email triggers:

• Task Email Triggers
• Job Email Triggers

Sending email notifications are free of charge, unlike SMS Triggers.

These email notifications are sent from a generic email address, no-reply@delivery.order. If you would like to send the email notifications from an email from your domain, please contact us at support@versafleet.co.

In this article, you'll learn how to configure Email Triggers in your VersaFleet account.

Job and Task Email Triggers

To configure email notifications,

1. Go to Settings > Notifications
2. Click on Task Email Triggers or Job Email Triggers
3. Hit + New Template
   
4. Fill in the name of the Email Trigger and click Enable Trigger to activate it.
   
5. In the Job Filters or Task Filters section, you’ll be able to configure the conditions that will trigger an email.
   • Job Type: Delivery or Pickup
   • Task Status or Job Status: Pick a status to define when the email notification will be sent out.
     • If you are looking to trigger emails at different statuses, you will have to create a new template for each status.
     • If you'd like to attach the EPOD, this is available for the 'Complete' status of a Delivery task and the 'Collected' status of a Pickup task.
     • If you'd like to attach the Documents or Photos that have been attached to the task, this is available for the 'Complete' and 'Incomplete' statuses of a Delivery task, and the 'Collected' and 'Incomplete' statuses of a Pickup task.
   • Customers: Define a specific customer whose Jobs or Tasks you would like the email notification to be triggered.
   • Task Tags or Job Tags: Choose a tag in which you would like the email notification to be triggered.
6. Specify the Recipient who will be receiving the email notification.
   • Customer refers to the contact email of the customer contact person for which the job is created. This contact person and the contact email can be set up in Customers.
   • Job Contact Person refers to the contact email defined in the job.
   • Task Contact Person (For Task Email Triggers only) refers to the contact email defined in the task.
   • Allocatee (For Task Email Triggers only) refers to the transporter.
   • Other email addresses refer to additional recipients who are not defined in the earlier recipient categories. Useful for notifications to an internal team inbox.
7. In the Email Template section, you'll be able to describe the email title and design the email content.
   
   • Use meregtags to display dynamic information in your message. Each mergetag corresponds to a unique field, which looks like a snippet of text enclosed by square brackets: [Customer Name].
   • The formatting toolbar allows you to customise the look and feel of the email body.
8. To see a preview of the email, fill in your email address and hit Send Preview. If mergetags were used, the email will contain some sample information.
   
9. Hit Save Template to save the template as configured.

Exporting Email Notifications

To export out the email notifications that were sent out, 

1. From the menu on the top right, select Manage Billing > Triggers
2. Under Email, hit Export Email to export Email messages.
3. It is recommended to define the date range of the email notifications that you want to export. To export for all customers, leave 'Select Customer' as unselected.
   
4. Hit Export Email and you will be able to download the export in .xlsx format.
   
5. The columns in the export file of email notifications are:
   1. To (List of recipients)
   2. Subject
   3. Content
   4. Date and Time (Timestamp of when the email was sent)
   5. Customer

View Email Stats

To view a summary of the number of email notifications sent out every month, 

1. From the menu on the top right, select Manage Billing > Triggers
2. Under Email, hit Email Stats to view Email stats.
   

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