How do I set up an email workflow?
This page explains how to link standardized emails to a status transition so that the corresponding email is automatically sent after a booking changes status.
In i-Reserve, it is possible to send standardized emails (templates). Sending these emails can be fully automated. This is done using automatic transitions. When a booking changes status, an email can be sent. This is configured in the Email status section.
Where can I find the Email status section?
Automatic emails can be set up individually for each product. Go to Configuration > Objects > Manage Products and click the Workflow button for the relevant product. The dashboard will open and the Email status section becomes visible.
At the top of the screen, automatic sending can be set to Active or Inactive. If automatic emails are configured but Email active is set to inactive, the system will not send emails automatically. Manual sending is possible, but only via the Edit and send button.
The Email from address field allows you to specify the email address used as the sender for automatically sent emails. It can be useful to enter your own email address in the BCC field. This way, the administrator can monitor which emails are being sent by the system. This address is used in combination with the column Copy to BCC, which must be set to Yes.
Clicking the round + icon in the dark gray block menu allows you to add a new row. Each automated email is displayed in its own row.
Settings
| Field | Description |
|---|---|
| Old transition status | Select the status the booking had before the transition. |
| New transition status | Select the status the booking receives after the transition. |
| Email to | Should the email be sent to the customer, the participants, or both? |
| Copy to BCC | Should the email also be sent to the BCC address? |
| Valid for | Depending on the system structure, a booking can have multiple booking numbers. This setting determines whether the email is sent to all bookings or only to the parent or child booking. |
| Specify email (optional) | This field allows you to enter an additional BCC address. |
| Template | Select the template (email or PDF) that should be sent for the status change defined above. |
Example
A booking is made and enters i-Reserve. The system assigns a default status of 10 – New to newly created bookings. We want the email booking_made to be sent automatically to the customer. Here’s how we configure this:
Leave the Old transition status field blank. Set the New transition status to 10 – New. Set Email to customer and Copy to BCC to Yes. Choose the template booking_made and click Save.
Editing an automatic email
In the Email status section, hover over a row and a pencil icon will appear under the Action column. Click the icon to open the Edit transition popup. After making changes, click Save.
Deleting an automatic email
In the Email status section, hover over a row and a trash can icon will appear under the Action column. Click it to remove the automatic email from the system.
Where can I create and edit templates (emails)?
Templates can be created and edited via Configuration > Templates > Templates. The context of a template determines whether it can be selected in the Email status section. Only templates with the booking context can be selected.
