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. Setup the followers on the Output Templates.
4. Allocate the applicable followers to the Transaction (see below).

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

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How to Add Followers to Transaction Types

1. Navigate to Transaction Types (Main Menu > Setup > Transaction Types).
2. Right click the Transaction Type you want to add Followers to and select Edit from the context menu.
3. Click Settings (tab) – it should be open by default.
4. Click Add/Edit (button) on the top row of buttons if it is not greyed out.
5. Click Settings (next to Add).
6. Click the setting: General > Add to Followers.
7. Click Add/Update (button) and confirm the addition.
8. Close the popup (click the X in the top-right corner).
9. Click the Value column for the setting: General > Add to Followers and select any or all 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: The staff member that the transaction is assigned to.
   6. User: The user who created the transaction.

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How to Select Followers for Emailed Documents

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 Add/Edit (button) on the top row of buttons if it is not greyed out.
5. For each of the Output templates, select an option from the dropdown list in the Follower column:
   1. All: Documents are sent to internal and external followers.
   2. Internal: Documents are only sent to followers marked as Internal (e.g. employees).
   3. External: Documents are only sent to followers marked as External (e.g. customers and suppliers).

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How to Add Followers to a Transaction

All the followers selected for the Transaction Type (see the first topic on this page) are automatically added to the list, if they have valid email addresses. However, additional followers can be added manually.

1. Edit or Create a Transaction.
2. Click Menu (button) > View/Edit Followers.
   • Note: The option is not there if Followers under Transaction Type settings = N/A.
3. Click Add/Edit (button).
4. 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 = Type a description.
   3. Type = Select Internal for staff or External for Customer or Supplier’s contact people.
   4. Click Save (button).
5. Repeat Step 4 to add additional followers.

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How to Refresh Followers

This procedure updates the list of followers with any changes made after the transaction was created.

1. Edit or Create a Transaction.
2. Click Menu (button) > View/Edit Followers.
   • Note: The option is not there if Followers under Transaction Type settings = N/A.
3. Click Refresh (button).

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