How to Automate Text and Email Notifications in Acumatica

Notification templates in Acumatica provide a seamless way to keep communication effective, clear, and continuous.

Managing the constant flow of internal and external communication is a pain. There are days when you can barely remember to send one email – never mind managing multiple updates on support cases, purchase orders, and opportunities.

Before you plaster a sea of sticky notes all over your desk with reminders of messages to send (and waste hours sending them all one by one), consider setting up a notification template in Acumatica. The process is simple. We’ll walk you through the scenario of notifying a customer, Carrie, that her cupcake order is ready for pickup:

1.      Confirm the contact’s notification preference.

There are countless ways to get in touch with anyone nowadays, but we all have our preferences.

In Acumatica, there are two ways to notify a contact: text or email. To streamline this process, the system will default to using the preferred contact method but, you can always send a quick message to both if you need to.

2.      Create a Business Event.

A Business Event automates contacting the customer. To notify individual customers of order updates, you’ll need to pay close attention to a few important fields:

• • Set Type to Trigger by Record Change.
  • Within Raise Event, select For Each Record.
  • Complete a description that explains the context of the business event.

You can view and customize the communication template under the Subscribers tab. Don’t worry about copying contact-specific details like the invoice number – this is pulled directly from the transaction.

3.      Release the invoice.

Once you’ve set your triggers, it’s go-time! Navigate to view your current invoices; if business is booming, it may help to filter them by only those that are ready for pickup. Select the appropriate invoice and click Release. This changes the status to open and triggers the text communication to send.

“Hi, Carrie. Your order is ready for pickup!”

In less than 30 seconds, you’ve updated Carrie on the status of her order and included all the necessary details.

Now, let’s say you have another customer, John, that prefers to receive updates via email. The process is similar to sending a text, with a few added benefits: you can track the conversation and include attachments within your message.

Need to check that all 300 customers with orders ready for pickup were notified? No problem. Cross-reference your to-do list by reviewing the records from within Business Event History.

Time waits for no man, so it’s best to find a way to use it wisely. Avoid the inevitable time sink and risk of human error created by repetitive tasks with a little notification automation in Acumatica!