Quote Expiry Reminders

This simple workflow sends an email to Sale Parties that have received a Sales Quote that is close to Expiry

Create View - Quotes near Expiry

First step is to create a simple view with a single source - Sales Quote (Entity) This view has 2 Parameters 1 Date From (Date TZ) 2 Days Range (Integer).

It filters Sales Quotes with an Expiry Date within the range - Date From > Date To (= days from + days range). The view also adds an email address for the Party Contact using a simple scalar function - Party eMail 1.

Create Structure - Quote Reminders Input

Home >> Data Definition Layer >> Structure >> New

Quote Reminders Input

This will have similar purpose to View Parameters - use same Names and Data Types as for Quotes near Expiry View

Create Workflow - Quote Reminders

Home >> Data Definition Layer >> Functions >> Workflows >> New Workflow

Info Tab - see screenshot below - use input structure - Quote Reminders Input

Designer Tab > Root Level

Drag Foreach Component onto canvas in Action tab Name Foreach Quote and set record type view, and select the view Quotes near Expiry

Link to Start to Foreach Quote and then to End

Designer Tab > Foreach Quote -1 level

Double Click on Foreach Quote to define Workflow inside this Node

This Goes down a level - see breadcrumb Root > Foreach Quote to see where you are.

Drag Expression component onto Canvas

Step 1 Action Name - Subject -

Expression Use SQL format to add text and data

e.g. Concatenate fixed text with Expiry Date from the view Foreach Quote v Data

‘Quote Expires on ’|| foreach_quote.data.expiry_date

Step 2 Action Name - Body

Expression > Use SQL format for body of Email Reminder you want to send - use mixture of text and data from the view such as quote value etc You can use HTML tag to format HTML emails if desired.

Step 3 Action Name > Send Mail -

Server Function Anybuild System Mail

Method > Send Mail

Mappings see screenshot 2 below

Screenshot - 3 Steps for eMail

Screenshot - Mappings for Step 3 Send Mail

Note above email mapping To self (fixed value) for testing purposes for a real workflow you would map to a Sales Party email address from the View Data.