Followers

When emailing forms such as Customer Invoices, the email can automatically be sent to multiple people. The additional recipients are known as Followers. For example, a Quotation can be emailed to a Customer, Rep, and the Manager of the Sales Department.

Followers can be divided into Internal (employees) and External (customers or suppliers). When setting up emails, organisations can choose whether a specific document can only be sent to internal followers, external followers, or both.

Using followers requires multiple steps:

1. Create the follower as a Contact.
2. Activate the settings on Transaction Types.
3. Allocate the applicable followers to the Transaction (see below).
4. Setup the followers on the Output Templates.

These tutorials explain how to add followers to transactions and the related settings.

How to Add Followers to Transaction Types

1. Create a Contact and include an email address.
2. Navigate to Transaction Types (Main Menu > Setup > Transaction Types).
3. Right-click the Transaction Type you want to add Followers to and select Edit from the context menu.
4. Click Settings (tab) – it should be open by default.
5. Click Edit (button) on the top row of buttons.
6. Click Settings (next to Add).
7. Click the setting: General > Add to Followers.
8. Click Add/Update (button) and confirm the addition.
9. Close the popup (click the X in the top-right corner).
10. Click the Value column for the setting: General > Add to Followers and select any or all of these options:
    1. N/A: There are no followers.
    2. Contact (Transactions): The customer or supplier’s contact person for transactions (e.g. Sales Manager or Production Manager).
    3. Contact (Accounts): The customer or supplier’s accounts person.
    4. Rep: The rep who deals with the customer.
    5. Assign To: A staff member you want to assign the job to.
    6. User: The user who created the transaction.

How to Setup Email for Followers

1. ​Navigate to Transaction Types (Main Menu > Setup > Transaction Types).
2. Right-click the Transaction Type you want to amend and select Edit from the context menu.
3. Click Output Templates (tab).
4. Click Edit (button) on the top row of buttons.
5. Select an option from the dropdown list in the Follower column:
   1. All: The template will be sent to internal and external followers.
   2. Internal: The template will be sent to only followers marked as Internal (e.g. employees).
   3. External: The template will be sent to only followers marked as External (e.g. customers and suppliers).

How to Add Followers to a Transaction

1. Navigate to the Transaction that you have created Followers for (e.g. Quotations).
2. Edit or Create a Transaction
3. Click Menu (button) > View/Edit Followers.
   1. Note: The option is not there if Followers under Transaction Type settings = N/A.
4. Click Edit (button).
5. Click the top row that states: Click here to add a new Follower and fill in the details as follows:
   1. Contact = Select a contact from the dropdown list of contacts that have email addresses.
   2. Description = Select the description from the dropdown list of available options.
   3. Type = Select Internal if the contact person is a staff member. Select External if the contact person is the Customer or Supplier’s contact person.
   4. Click Save (button).
6. Repeat Step 5 to add additional followers.