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Print and Email Default settings allow you to preset email templates, email addresses and print layouts across various areas in AroFlo. 

Defaults can be applied to invoices, quotes, tasks, purchase orders, compliance forms, supplier quotes and credit notes.

This feature may be useful if you want to:

 Set common subject text or body text in the emails you send, e.g. set emails with a purchase order to include 'Please find attached PO number [PO Number]'.

 Set email recipients, e.g. ensure your invoice emails are cc:'ed to your accounts department email address.

 Set default print layouts, e.g. set your sales invoices to use a simple layout and your project invoices to use a detailed layout.


 You can also set Client and Supplier specific defaults
  • Client specific settings can be set up within the Client card Client Print & Email Defaults.
    Example: Set your VIP clients to receive a unique invoice layout, designed specifically for their requirements.

  • Supplier specific settings (for purchase orders and supplier quotes) are available within the Supplier card > Supplier Print & Email Defaults.
    Example: One of your suppliers may require a unique purchase order format.

Note: Any Client and Supplier settings will over-ride the Business Unit default settings. Client and Supplier settings not available in AroFlo Go.

Set Print and Email Defaults

To set up default settings for your company/business unit:

  1. Go to Site Admin > Settings.
  2. Use the search box to find Print & Email Defaults  .

  3. Click the relevant area  on the sidebar (e.g. Quotes, Tasks, Invoices).

  4. Optional: Select a type  using the tabs in the header, if required (e.g. Simple or Detailed Quotes).

  5. Set any default options as described in the section below.


 Which print and email settings take priority?
Print & Email Defaults set against a Client / Supplier

1) Defaults set against an area type on the Client / Supplier card.
    Example: Sales invoices for VIP clients.

2) Defaults set against an area on the Client / Supplier card. 
   Example: Invoices for VIP clients.

Print & Email Defaults set against a Business Unit (BU)

3) Defaults set against an area type in the Business Unit.
    Example: Electrical Division sales invoices.

4) Defaults set against an area in the Business Unit.
    Example: Electrical Division invoices.

Print & Email Defaults set against the Company (Top level BU)

5) Defaults set against an area type in your company.
    Example: Your company sales invoices.

6) Defaults set against an area in your company.
    Example: Your company invoices.

Print and Email Default Options

Print Layout

Select your preferred default print Print Layout from the dropdown menu.

For example, you could set your sales invoices to use a simple layout and your project invoices to use a customised detailed layout.

Email Body Template

Select an existing email template using (magnifier). You can also edit a selected template using (pencil).

Example: Create an email template for emails that contain an invoice. The template includes a subject line and body of text. This could be 'Dear [Contact Name], Please find attached invoice [Invoice Number]. Regards [Current User Firstname]'.

Email Fields

Automate the recipient email addresses in your emails, using the options below.

  • To: is generally for the main recipients of your email.
  • CC: is for sending a copy to other interested parties for their information.
  • BCC: is for sending a copy to other interested parties. However, the BCC list is secret—no one can see this list except the sender.
  • From: provides the recipient with an email address for responding to the email.

The table below describes the options available in each of the above fields.

OptionDescription
System Default

The system default option varies between the To, CC, BCC and From fields.

To:

Setting System Default in 'To:' will auto-populate the Client

 Primary Contact  

email address.

This is the client that is linked to the quote, task, invoice, etc.

If no email address is defined for the Client’s Primary Contact, the 'To:' field on the email will be blank.
You'll need to manually enter an email address when you want to send the email.

CC:Setting System Default in 'CC:' will not set any email address. The field on the email will be blank.
BCC:Setting System Default in 'BCC:' will not set any email address. The field on the email will be blank.
From Email

System Default in the 'From:' field will auto-populate the

 Business Unit Manager  

email address of the linked quote, task, invoice, etc.

If no email address is defined, the 'From:' field on the email will be blank. 
You'll need to manually enter an email address when you want to send the email.

Task Reported By

This option is only available in the 'To:' field. This will auto-populate the email address of the user that

 reported the task  

which was originally linked to the quote, invoice, etc.

Business Unit (Manager)

Auto-populates the email address of the

 Business Unit Manager  

linked to the quote, task, invoice, etc.

Business Unit

Auto-populates the email address of the

 Business Unit  

linked to the quote, task, invoice, etc.

An Existing UserAuto-populates the email address of a listed AroFlo user.
Current User

Auto-populates the email address of the user who is logged in, planning to send the email.

User Defined

Auto-populates a custom email address. Enter the address into the blank field that appears. Separate multiple addresses with a comma (,) or semi-colon (;).


Notification Emails

Automate the recipient emails for various events. The fields listed can be found under Email Options .

  • On Failure: Set automatic notifications for when an email is not delivered or bounces back.
  • Track Emails: Specify an address to copy the email sent.
  • Read Receipt: Specify an address for read receipts. These are records of when an email has been opened by the recipient.


OptionDescription
System Default

Auto-populates the email address of the

 Business Unit Manager  

 linked to the quote, task, invoice, etc. 

If no email address is defined, the 'From' field on the email will be blank.
You can manually enter an email address when you want to send the email.

Business Unit (Manager)

Auto-populates the email address of the

 Business Unit Manager  

linked to the quote, task, invoice, etc.

Business Unit

Auto-populates the email address of the

 Business Unit  

linked to the quote, task, invoice, etc.

An Existing UserAuto-populates the email address of a listed AroFlo user.
Current User

Auto-populates the email address of the user who is logged in, planning to send the email.

User Defined

Auto-populates a custom email address. Enter the address into the blank field that appears. Separate multiple addresses with a comma (,) or semi-colon (;).


Track Delivery Status, Opens and Clicks

This setting is used to track email delivery status. It is a method to see if the email has been opened, clicked or read.

OptionDescription
System DefaultTracking is on
YesTracking is on
NoTracking is off


Allow Reply Imports

This setting enables automatic importing of email replies to the Task Notes section. Refer to Tracking Email Replies for more information.

OptionDescription
System DefaultThe system will import emails as task notes.
YesThe system will import emails as task notes.
NoThe system will not import emails as task notes.

Parts of this feature are included in AroFlo Go.

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