Email Every Contact from NetSuite

00:05today we're going to be looking at the multi-contact email functionality here on the screen we're looking at a customer record inside of netsuite and the multi-contact email functionality is based pretty much purely on contact records native netsuite contact records within the contact record we do have a handful of custom fields that we've created per emailable transaction types so down here in the contact sub list you'll be able to see that we have email purchase orders estimates sales orders all the way through emailing statements and fulfillments so each of those check boxes if i were to go into edit is just assigned as a show and list custom checkbox on the contact entity record and we have those nested under the communication tab here so depending on which contacts you want to receive which types of emails you'll be able to just simply check the check boxes

01:03okay back on that customer record we can see that different contacts are set up to receive different types of transactions and we also have multiple contacts that potentially could receive the same transaction type so for example this first test contact is going to be receiving estimates as will test contact 3 however test contact 2 would not receive estimates but would receive sales orders invoices as probably a more common scenario where you may have a sales order or an order acknowledgement going to one person that potentially is a buyer but then you're going to email the invoices to an accounting or a payable clerk at that customer so that's a very common occurrence where you're actually emailing different transactions to different contacts within one of your customers okay so that's the general setup

02:01this is supported obviously both on a vendor and a customer side vendors are going to primarily just have purchase orders as their email transaction type very rare for a customer to see that but you could have a customer set up as a dual relationship vendor so that's where other relationships and the purchase orders could come into play a variety of different spots on where we would actually be able to trigger the email so starting with the base install what comes kind of out of the box per se with the bundle is you're going to have a button present on various transactions each one of those sale type transactions and then the purchase orders so if we were to actually go take a look at an existing sales order for abc company let's actually organize this by sales order a little bit cleaner for us to find one take a look here keep this contact sub list open so that we can know which contact goes with which email address so as that sales order loads for us you will see that we

03:18actually have a button here called email contacts so once a sales order is saved the user would simply be able to push this email contacts button and that's just going to spin for a second here it's going to go identify which contacts are the correct contacts to receive that specific email and then send the email with our predefined email template email templates are configured using the native netsuite email templates so under our documents templates and email templates those are fully configurable there's some that come with the bundle they're pretty basic pretty vanilla but those are some things that deluxe and consulting staff can work with you on to improve and make however you need it to so there that email just sent we can come underneath the communication tab and there you can see today's date 8 4 at 5 49 just turned to 5 50 here on my account clock you can see that we emailed c kellogg at luxent.com and see woo at lexington.com so to refresh our memories we were on our sales order and here we see cew and c kellogg as the two contacts for sales orders and they did indeed get that email

04:37now let's go take a look potentially at an invoice see how that differs from our sales order so if we open up an invoice that's not i'll go grab this newest invoice we're going to have that exact same button present where a user would be able to save an invoice and then push the button to email the contacts so here we'll go ahead and initiate that email and that again will spin once that identifies all the relevant contacts required for that invoice it's going to attach that email just like native netsuite under our communication tab there's a variety of different options for us to automatically send transaction emails upon save or upon approval out of the box or upon the initial bundle install that is not included just because each customer may have different requirements and we didn't want to hard code that into the bundle itself so we want to give each kind of organization that utilizes this tool as much flexibility as possible but definitely very easy and possible for us to trigger those emails based on a variety of different event types so there we went ahead and got that email here i can

06:02actually see again eight four five fifty one that we just emailed test at luxent.com and cwoo at lexington.com so to refresh our memories one more time relationships look at our invoices there i do ctc woo was included as invoice and then this test at luxent.com down here test contact for received it if you remember the sales order had c kellogg for the sales order we did not see him receiving that here on the invoice so it did what it was expected to do it identified which contacts were the ones that needed that email and therefore kind of included them automatically so not only do you get dynamic email addresses which you don't get with native netsuite native netsuite only allows you to have the single email address and that single email address is used for every single transaction type for this customer with our functionality you get multiple email addresses and dynamic default emails based on the transaction type that

07:11it's being emailed from so two huge wins that native netsuite just has a pretty large gap in moving on to some additional functionality we included the statements as a way that we can generate certain emails so emailing our statements is something that we would actually configure under this mce multi-contact email statements tab if i jump down into edit here we can identify some of the preferences just to kind of show you how these would align let me actually hop back into view mode and we're going to go over here to generate a statement and you'll notice that we have some native netsuite fields on here so start date only show open transactions whether it's a consolidated statement or not those are all native fields and

08:09we're really just going to be passing some of the parameters from abc company or whoever that customer is using some of the fields that we have defined down here so whether we only want the open transactions what that multi-contact email statement start days is what the specific statement day of the month might be whether that statement is going to be consolidated or not the statement day of the week not necessarily day of the month and then the mce from email so the mc statement day of the month or day of the week those two fields are designed for running on a schedule so that a user doesn't have to actually go and on the first of the month or on the last day of the month determine which day we need to actually send these statements to which customers it's going to handle that automatically for you so simply by plugging in a day of the month let's say you they want to see their statement on the first of the month most likely that'll be for the previous 30 days if

09:16that's how we want it configured so statement start days 30 days here and then who we actually want to be sending that email from this is a list of employee records inside the system so you can either have a generic employee record here you can see i have some kind of generic employee records for example you could have an ar or an accounts receivable at luxent.com be an employee record with a specific email address and then that email can come from that address and that employee record or you can have it come from a specific person so i can just put myself in here if you wanted those con those statements to actually be emailed on a weekly basis you can plug in the day of the week and if you get your field help here we should be able to

10:05actually see how those days get aligned so if you want those emailed on sunday you'd enter a one if you want to email it on saturday you'd enter a seven or anything in between you can leave that blank if you don't want it to be emailing on a weekly basis vice versa over here if you didn't want to be emailing on a monthly basis you would also leave this field blank by filling in either the day of the month or the day of the week field value that automatically sort of turns on the automated sending of those statements to this specific customer if you didn't want to run that automation on a schedule but instead you just wanted to generate an email of the statement you can click on the email statement to contacts one thing i think i noticed when i last opened the sublist was that we didn't have anyone identified to receive a statement so let's maybe open up cwu and

11:08we'll establish that he will receive an email statement in addition to some of his other transaction types and then let's add one more here i will put that in as test contact three and identify them as a recipient of statements as well all right so once those are defined as long as you have at least one then we'll be able to email the statement to contacts if we did not have any one identified with the checkbox check the system will actually revert back to the native email address if that is set up in our general preferences so there's a handful of additional preferences that are defined underneath our custom preferences so for our multi-contact email functionality

12:18there's a handful of general preferences that we see throughout the system so what that statement email template would be what the multi-contact email statements default from email would be if we didn't have that set up specifically on the customer i could have left that blank it would have defaulted to this user whether that multi-contact email statement includes the sales rep so if we wanted to include whoever the identified or assigned sales rep was on that customer record on that emailed statement we could do so here in the general preferences and then whether we revert to a default email that's what i was just mentioning so if i didn't find any contacts that had email statements checked do we want to revert back to the single and the default email here the native netsuite email field so i have that set up as no but those are dynamic preferences that just allow maximum flexibility per requirement per customer all right so go ahead and hit our email to statement email the statement to contacts button and there we go

13:32and then here you can see that we just got that company statement again eight four at five fifty nine you can see that on the customer record we're also tracking all of those transactional emails so you can see when we emailed that sales order earlier today when we emailed the invoice and now that we're emailing that statement you can see e olga and cwu lexington.com both received that statement and that is exactly what we expected here with the email statements to that address and that address so that's a overview of luxent's multi-contact email statement or multi-contact email functionality that includes statement emails all of these different transaction types are eligible and all of this is available at the time that you install the bundle so it's pretty much a plug and play bundle we do traditionally work with you to divide design your email templates especially if you have different templates per transaction type

14:40and then there's a few different configuration options depending on when you actually want to have that trigger if you want to email those contacts automatically versus pushing a button hope you enjoyed that overview and look out for the next luxsolution