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.

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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 from the results that appear (e.g. Quotes, Tasks, Invoices)
   

   Switch between areas using the sidebar

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

   Type

   

    

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

Print and Email Default Options

Use the tabs below to read about each setting

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 the dropdown or click (magnifier) to search. 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.

Available options in each of the above fields

Option	Description
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. Show me     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. Show me     If no email address is set for the Manager / Contact, AroFlo will check the Company (Top Level Business Unit) Manager / Contact. If there is no email set for any of these, AroFlo will apply the address noreply@aroflo.com.
Task Reported By	This option is only available in the 'To:' field. This will auto-populate the email address of the Contact who reported the task which was originally linked to the quote, invoice, etc. Show me
Business Unit (Manager)	Auto-populates the email address of the Business Unit Manager linked to the quote, task, invoice, etc. Show me
Business Unit	Auto-populates the email address of the Business Unit linked to the quote, task, invoice, etc. Show me
An Existing User	Auto-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.

Available options

Option	Description
System Default	Auto-populates the email address of the Business Unit Manager linked to the quote, task, invoice, etc. Show me     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. Show me
Business Unit	Auto-populates the email address of the Business Unit linked to the quote, task, invoice, etc. Show me
An Existing User	Auto-populates the email address of a listed AroFlo user. Archived users If the selected user is later archived or is moved to a different business unit, that status will be shown against their name. Once a new user is selected, the archived/moved user will no longer appear in the selection list.
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 (;).