You can email quotes, sales orders, dispatches, credit notes and purchase orders from Omono with the PDF attached. Omono pre-fills the email from the template your admin has set up in Settings → Templates. This article covers the email form, recipients and attachments. It also covers what sending does to the document, where emails come from, automatic invoice emails, and how to check what was sent.
Sending an email
Click Email in the action bar, or the mail icon on a dispatch.
Check the recipients. To is pre-filled with the contact on the document. Click the field to open the address list. It shows the company's active contacts, then your own active users. Click an entry to add it. Click it again to remove it.
If the company's accounts address has an accounts email, it appears as Accounts Department.
You cannot type an address in. To email someone who is not listed, click + beside the field to add them as a contact (see below).
You need at least one To recipient. If the field is empty, it turns red and nothing is sent.
Click Advanced to see CC and BCC. They work like To.
The template pre-fills them. On a quote, order or dispatch, it adds the Salesperson and Account Manager. On a credit note, it adds the Raised By user and Account Manager. On a purchase order, it adds the Buyer. You can remove them for this email.
The Sales Team, Purchasing Team and Accounts Team copy-ins are added when you click Send Email. They do not appear in the form and cannot be removed.
Each address receives one copy, even if it appears in more than one field.
Check the Subject and Message. They come from the template, with the placeholders filled in. Edit them if you like.
Click the paperclip to review the attachments (see below).
Click Send Email.
Closing the form with the cross or Esc discards your changes. Next time, the form starts again from the template.
What sending does to the document
Sending a draft quote, sales order or purchase order makes it active. A quote becomes Active. A sales order or purchase order becomes On Order, or On Order - Call Off for a call-off order. Sending a draft credit note makes it Complete. See How documents move through Omono. A draft quote becomes active only when you email its latest revision. If you email an earlier revision, Omono sends it but leaves the quote as a draft.
Editing the message
You can edit the Message as ordinary text. Above it, the symbol buttons insert the special characters set up in Settings → App → Symbols. Links opens Insert link. It lists the web links saved on this record and on the stock items of its line items. Click a link to insert it. If you first select some text, that text becomes the link. + Add new link to this record saves a new link on the record and inserts it. See Notes, documents and links. The Subject has no symbol buttons and no Links button.
Adding a contact while you write
Click the + beside To, CC or BCC to open the Add Contact form. Enter the First Name, Last Name and Email. The other fields are optional. Click Create Contact. The person is saved as a contact on the company and added to the field you started from.
Choosing attachments
Click the paperclip at the top of the email form. The title of the Attachments window shows how much of the 15 MB limit you are using. It turns red when you go over. Tick the files to attach and click the tick to return to the email.
Documents are grouped:
Group | Contents |
Uploaded Documents | Files uploaded to this record. |
Documents Generated By Omono | The PDFs Omono can produce for this email. They do not count towards the limit. |
Documents On Template | Standing attachments your admin uploaded to the email template. Those marked auto attach are ticked already. |
Order Documents, Quote Documents | Quote Documents appears on sales order and dispatch emails. It holds the files on the quote the record came from. Order Documents appears on dispatch emails only. It holds the files on the sales order. |
One group per line item | The documents on that line's stock item. |
A star marks a pinned file. The order, quote and line item groups show only pinned files at first. Click the pin switch beside the group heading to show every file. If none of a group's files is pinned, the group does not appear until you pin one.
If the uploaded files go over the limit, Send Email is greyed out until you untick something.
What is attached
PDFs offered | Ticked by default | |
Sales Quote Email | Sales Quote, SQ Proforma | Sales Quote |
Sales Order Email | Sales Order | Sales Order |
Dispatch Email | Delivery Note; Proforma (proforma customers only); Invoice (only once the dispatch has shipped); Certificate Of Conformity (only when switched on in Settings → Templates) | Any PDF with Auto Attach set to Yes on the Dispatch Email template. Nothing is set to Yes until an admin chooses it, so at first nothing is ticked. Only the Delivery Note and Certificate Of Conformity can be set this way. |
Credit Note Email | Credit Note | Credit Note |
Purchase Order Email | Purchase Order | Purchase Order |
Untick anything you do not want to send. Omono generates the PDFs when it sends the email, so they always contain the current data and paperwork settings. In the Dispatch Email attachment list, the certificate is spelled Certificate Of Comformity. It is the same document.
On a Dispatch Email, the attachments window shows Order Documents and Quote Documents instead of Uploaded Documents. The line item groups and the Links list in the message cover only the items on that dispatch.
After you click Send Email
The form closes at once. Omono sends the email in the background and shows no message. Every email you send writes a system note on the record. The note names the To recipients. CC and BCC recipients are not recorded. A dispatch email is noted on the sales order, not on the dispatch. Its note includes the subject line. Automatic invoice emails write no note.
To confirm an email went out, open Notes on the record. If there is no note a minute later, the email was not sent. Try sending it again. If it keeps failing, contact us through the chat. A draft's status changes before the email is sent. Omono writes the note once it hands the email over. This means a note can exist for an email that was later rejected. You can send a document as often as you like. Each send writes its own note.
There is no outbox, but Omono keeps a copy of every email it sends. To confirm that an email went out, or what it contained, contact us through the chat.
Where emails come from
By default, Omono sends every email from [email protected]. The sender name is the Email From Name from the template. If that is blank, it is your own name. Replies go to the Reply To Email Address on the template. If that is blank, replies go to your own email address.
If you would rather emails come from your own domain, ask us through the chat. Each template then gains a Send From setting (the Sales Invoice Email template gains a From Email Address instead). The choices are Sending User's Email Address or Custom Email Address. Keep Reply To Email Address filled in. If it is blank, replies go to the address the email was sent from. See Templates, paperwork and email templates.
Automatic invoice emails
The Automatically Send Invoice Emails Upon Shipping switch is in Settings → Templates → Sales Invoice Email. When it is on, Omono emails the invoice as soon as a dispatch ships. No form is shown.
Part | What Omono uses |
To | The Accounts Email on the customer's accounts address. Check it for every customer. See Contacts and addresses. |
CC / BCC | The copy-in choices on the Sales Invoice Email template: Salesperson, Account Manager, Order Contact, Sales Team, Purchasing Team and Accounts Team. |
From | The sender name is the template's Email From Name. If that is blank, it is the company name on the address of the order's division, when that division has Invoices ticked; otherwise your company name. The address is [email protected]. Replies go to the template's Reply To Email Address. If that is blank, replies go to your accounts team email. With own-domain sending, the email comes from the template's From Email Address or else your accounts team email. |
Attachments | The invoice PDF and every file uploaded to the Sales Invoice Email template, whether or not it is marked auto attach. |
The email is sent only when email sending is switched on for your organisation (see Trial accounts below).
If any of these is missing, the invoice is still created but no email goes out. Nothing tells you. If in doubt, send it by hand. Click the mail icon on the dispatch, then click the paperclip and tick Invoice. That form is addressed to the order contact. Change the recipient if the invoice must go to accounts.
The customer says they did not receive the email
Omono does not track opens or bounces. A bounced address is not reported back to you. Check three things:
the contact's Email on the company page (for invoice emails, the Accounts Email on the accounts address);
the note on the record;
the customer's spam folder.
Then resend from the record's Email button or the dispatch mail icon.
Trial accounts
Email sending is switched off during a trial. The email form says so beside a greyed-out Send Email button. Automatic invoice emails are not sent. You can still download and print documents. Doing so still activates or completes them. Contact us through the chat to switch sending on.
Things to know
Email is missing from the action bar on a sales order until every unit is on a dispatch. It is missing on a purchase order until every unit is on a delivery. Call-off orders are excepted. It is also missing on any document with no line items.
When a draft purchase order becomes active (you email, download or print it), Omono adds the line quantities to On Order on each stock item. This also moves reorder suggestions and stock demand figures.
An archived salesperson, account manager or buyer still receives the email if the template copies them in. You cannot take them off in the form. Change the Sales Person or Buyer on the record first; the account manager comes from the company, so change it there and Omono updates that company's quotes and orders (credit notes keep the one they were raised with).
All To recipients can see each other. Put a second customer contact in BCC if they should not see each other's addresses.