Setup Customer Reminders


Customer reminders can be automatically sent based on two events;

a) the recipient of a sales quote has not opened their sales quote to read it.

b) the recipient of a sales quote has read their sales quote but has not approved it.

For each of the above two events, you can configure the content of the email and how many days to wait before the automatic reminder is sent.

This user guide explains how to configure automatic email reminders.

 

To access the settings for automatic reminders, click on the Configuration menu from the Sales Quote Dashboard, hover on the option Extension Settings option, and you will see a sub-menu, click on the option Workflow.

Sales Quote and Sales Proposal Software - Configure Auto Customer Reminders for Sales Quote Read but not Approved - illustration 1

You will now see the settings for the Workflow plugin. 

Click on the Reminder Settings tab.

Sales Quote and Sales Proposal Software - Configure Auto Customer Reminders for Sales Quote Read but not Approved - illustration 2

You now see the two types of customer reminders.  The toggle switches allow you to switch on one or both reminders and configure them separately.

Both methods of configuration are the same.  The first toggle switch, Auto send sales quote reminder, will activate the reminder where the recipient has not opened to read their sales quote.  The second toggle switch Auto sends sales to quote approval reminder will activate the reminder where the recipient has read the sales quote but has not approved it yet.

As the configuration is identical for both events, we will use the first event t explain the setup.

Click on the Auto send sales to quote reminder toggle switch; the "on" state is when the switch is coloured green (shown below).

Sales Quote and Sales Proposal Software - Configure Auto Customer Reminders for Sales Quote Read but not Approved - illustration 3

The settings for this reminder event will now appear; the three settings you need to consider are:

a) the number of days to wait before the reminder is sent to the recipient.
b) the subject line of the reminder email that is sent
c) the content of the reminder email 

The default settings will appear if this is the first time you are configuring this reminder setup.  If you want to revert the default email content, click on the Load Default button.

 

After adjusting the three configuration settings, click on the Save button.

If you want to activate the reminder feature when a recipient has read a sales quote but has not approved the sales quote, then repeat the above process; however, click on the Auto send sales to quote approval reminder toggle switch instead.

Sales Quote and Sales Proposal Software - Configure Auto Customer Reminders for Sales Quote Read but not Approved - illustration 4

Important Information

There are a few points to remember when using this special feature. 

a) the reminders are only sent once.
b) the reminders are sent at the same time each day.
c) reminders are only sent for new sales quotes sent after the reminders process is activated.
d) if the reminders process is stopped, any sales quotes sent while the reminders process is stopped will not receive a reminder, even if the reminders process is activated again.

Related User Guide Topics

Set-up Sales Quote Approvals Process
8 Mar 2020
The workflow plugin allows companies to enforce a manager approval process before documents can be send to the end client. Ensuring everything meets your company guidelines.
Configure Workflow Approval Only When a Sales Quote is Discounted
8 Mar 2020
This guide explains how to set up your workflows so that all sales quotes must be approved by a manager before being sent to a customer, and can save you extra work.
Setup Customer Reminders
8 Mar 2020
Customer reminders allow you to ensure that your document is always at the top of the pile.
Installing the QuoteCloud Workflow Plugin
13 May 2019
The QuoteCloud workflow plugin allows companies to implement workflows for sales consultants and set up an approval process for some sales consultants.

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