Email on Status Change

Email on Status Change

Email templates can be linked to statuses to send automatically. The email will be sent each time an order/job is updated to that status.
These emails can be sent to customers, installers, suppliers, sales reps, or internal staff. Click here to see how you can configure each email's Send To and BCC fields.

You also have the ability to send different templates to each of your customer Groups.

Check orders are an automatic process in BUZ, and only one email template, 'Customer Confirmation,' can be used for this process to run. For more information on Check Orders automatically, please click here.

Setup

Navigate to the required status section of BUZ (use the chart below to help you find the correct Status pages).

Open

-Select and open the status you’d like to associate the template to
-Find a section that looks like the image below:

Open

NOTE: your BUZ may look different to the image above; however, some common things to look for are:
Check the box with “Send Email on Status Changed?”
Dropdown option with “Email Template:” as the heading
A heading named “Job Tracking Group Email Templates:” with child headings of your Customer Groups (e.g. Retail, Wholesale, etc) with dropdowns.

-Check the “Send Email on Status Change?” checkbox
-Select the email template to attach to the status. You can select one template to send to all Customer Groups or select separate templates for each one.
-Scroll down and save

Example 1 - Email Template for Lead Status - Won

Retail Customer Group

Example 2 - Email Template for Order Status - Accepted (Date Confirmed)

Retail Customer Group

Wholesale Customer Group

This Order status Accepted (Date Confirmed) will only work when you enter your dispatch date and mark the Dispatch Date Confirmed.

Example 3 - Email Template Order Status - Process (Processing/Work in Progress)

Retail Customer Group

Wholesale Customer Group

This Order Status is either an automatic function in BUZ or a manual one. More information can be found here.

Automatic—The order automatically moves to the first Job Tracking Status configured in BUZ (usually unstarted).

Manual - You need to manually process the order for Job Tracking.

Example 4 - Email Template for Job Tracking Status - Unstarted

Retailer Customer Group: One email will be sent per order. If the order has multiple items/lines, only one email will be sent.

Wholesaler Customer Group - One email will be sent per order. If the order has multiple items/lines, only one email will be sent.

Example 5 - Email Template for Job Tracking Status - Commenced

Retailer Customer Group - One email will be sent per order. If the order has multiple items/lines, only one email will be sent.

Wholesaler Customer Group - One email will be sent per order. If the order has multiple items/lines, only one email will be sent.

Example 6 - Email Template for Dispatch Status - Confirmed

Dispatch Status - Confirmed Retailer Customer Group.

Dispatch Status - Confirmed Wholesaler Customer Group.

Example 7 - Email Template for Dispatch Status - Completed

Retailer Customer Group.

Wholesaler Customer Group.

Important Notes On Job Tracking Status Emails

- If the status is updated in Job tracking per line item, one email will be sent per order.
- If the status is updated in Job scanning by order number, it will send an email per order number
- If the status is updated in Job scanning by job sheet barcode, it will send an email per job sheet

Sending an Email Template to all Customer Groups for an Order Status.

Use this option if you want the same email template set for all your customer groups as a default.

Sending an Email Template to a particular Customer Groups Order Status

Use this option to send Email Templates based on the individual Customer group templates; this will still work if the Email Template has a default or is blank.

or

The Customer Group Commercial will be sent the default Email Template → Customer Confirmation but the Retail Customer and Wholesale will be sent the Email Template selected based on the Customer Group.

Sending an Email Template to particular Customer Groups but not all groups Dispatch Status 

The Email Template and Customer Group Email Template need to be blank.