In this sample, we will walk you through creating an automatic emailing system for handling First Time Customers using B1 Print and Delivery.
In this case, once a new customer placed his first sales order with the company, a few things will happen simultaneously:
- A different email template and additional attachments will be sent out them, vs. the regular email template used for already existing customer receive.
- An automatic activity will be added to remind the user to follow up with this customer
- An internal message will be sent out to inform relevant users that the first Sales Order was added for this new customer.
This is a very powerful system and you can use it, for example, to up sell products, by sending new customers the product catalog. Or you can provide them with a sales incentive or an attached coupon to be used in their next purchase and so on.
Step 1 – Create a Crystal Report Definition
Path: Administration > Add On > Add on > B1 Usability Package > Module Configuration > Print &Delivery > Crystal Report Definition
First, make sure you have your Crystal Reports set up under Crystal Report Definition.
Example, this print screen below shows you a crystal Report used for all Sales and Purchasing.
Print & Delivery already comes with pre-defined reports you can use, but of course you can use your own reports. Please refer to our Print and Delivery Manual.
Step 2 - Create a Conditional Report Action
Path: Administration > Add On > B1 Usability Package > Module Configuration > Print &Delivery > Report Action.
Here we create the Conditional Action as follows.
This SQL statement checks if a particular BP has already any Sales Orders in the system. If NOT, it will take “FirstMail” condition. Otherwise, it will take “Existing” condition.
“FirstEmail” and “Existing” are other report actions as will be further seen.
IF(Select Count (DocNum) FROM ORDR where CardCode ='$[$4.0.0]')<=1
SELECT 'FirstMail' FOR BROWSE
SELECT 'Existing' FOR BROWSE
Setup a multiple Action
In multiple actions we can tell the Print and Delivery to perform multiple tasks in parallel. In our case, if the first sales order was created to a new customer, 3 different reports actions will be executed in parallel. As seen in the next 3 sections.
1st Action: Email report
This is the email body for your new customer receiving an attachment for their first Sales Order. In our case we have created an additional attachment by clicking on “Additional Attachment”.
2nd Action: Create Activity
Next, we setup a “Create Activity” report action. Using this action, an automatic activity will be best our to the user who have added the Sales Order for the customer. This activity will remind that user to follow up to follow up with this new customer and make sure he is satisfied.
As you can see on the above print screen, you can alter the content to your liking, attach the document or link the document to the activity. You can also set a reminder when to follow up with the customer.
3rd Action: Create Internal message
The last report action we can choose to add is an Internal Message.
Here we created an internal message to the relevant user to inform them that the first Sales Order was add to a new customer. You can also attach the document to the Internal message or create a link to the document.
Step 4 – Setting up “Existing” action report (the email to be sent to an existing customer)
Last, we setup the Email Action for Existing Customers, which will only be one Action.
As you can see, in this case, the e-mail body is different and there are no additional attachments.
Step 5 – Link the Conditional Action to the Sales Order Report Configuration
The last step is to go to Report Configuration to link our Actions to the Document (in our case the Sales Order)
The report configuration can be found in: Administration > Add on > B1 Usability Package > Module configuration > Print & Delivery > Report Configuration > Open the report configuration for the Sales Order
In the first column, attached the Crystal Report created in Step 1 (above).
Last, attach the Conditional Action created in Step 2 (above) to the “Email button” column (In our case Action RA-005).
Doing that, will make sure that every time a user clicks on the Add button in a Sales Order, Print and Delivery will check if this is the first order added for this customer or is he already has existing sales orders and will take the Actions specified in our Conditional Action.