EditPurpose
To set up automatic emailers for a LegalSuite customer.
EditLocations Used
Customers, Orders
EditOverview
As administrator, you can set up customer users to automatically receive email during order processing. For example, an email can be sent when a new order is entered or when the status of an order changes.
There are 3 major steps in setting up automatic emailers for a LegalSuite customer:
1. Through a customer's user account, indicate when emails should be sent to the customer user.
2. Through attempt codes, indicate what status changes for an attempt code will trigger an email to be sent.
3. Format the content of an automatic emailer so that it contains information specific to an order and customer.
EditCustomer Users - Indicate When to Send Emails
Make the menu selection
Customers⇒Customer Users from the navigation bar. Refer to the section "Customers - Customer Users" for more information on this topic. When you add or edit a customer user, you will see several checkboxes that allow you to specify when emails should automatically be sent:
 Automatic Email checkboxes |
1. On the Customer User Details page, check the boxes that apply for that customer user. For example, if you check the box for "Send email notifications of new orders", then whenever a new work order is created in the LegalSuite database, an email will be sent to the email address you specify on the Customer User Details page regarding that new order.
2. If the input field "Type" specifies "Lawyer", then make sure you also check the box for "Send email notifications for attorney".
3. NOTE: If the version of the LegalSuite application you are using was compiled in DEBUG mode, then all emails will be sent internally to Matrixwebs for debugging purposes.
EditAttempt Codes - Indicate What Status Changes Trigger an Email
Attempt Codes are used as status updates for work orders that are being processed. Make the menu selection
Administration⇒System Codes⇒Attempt Codes from the navigation bar to view, add, or edit an attempt code. Refer to the section "Administration - System Codes: Attempt Codes" for more information on this topic. The following is an example of Attempt Code details:
 Attempt Codes |
1. Be sure to check the boxes for what Order Types the attempt code is valid for.
2. Check the box "Email on Status Change" to automatically send an email when the status of a work order is changed to this attempt code. The attempt codes are used when you update an order's status under Orders⇒Branch Status Board. Refer to "Orders - Branch Status Board" for more information on this topic.
EditEmail Forms - Format the Content of an Automatically Sent Email
The content of the email that is automatically sent varies depending on what action triggers delivery of the email. As administrator, you can customize the email content by creating email forms, or templates. Make the menu selection
Administrations⇒Utilities⇒Email Forms from the navigation bar. Refer to the section "Administration - Utilities: Email Forms" for more information on this topic. The following is an example of an email form:
 Email Forms |
Be sure to make the appropriate selections from the drop-down menus in order to specify exactly when this email form is to be used in generating an email:
Order Status: The email will be sent when the status of an order changes to this status(New Order, Status Update, Closed Order).
Order Type: The email will be sent for this particular type of work order (Copy Service, Dispatch, File, File and Serve, Research, Serve, Subpoena).
Text that is surrounded by percent signs (%) indicate a token; tokens are filled in at the time the email is generated with values specific to the company and order that the email is for.
Tokens that are currently defined in LegalSuite include:
 Email Form tokens |