Mailing and saving a PDF document
OBJECTIVE
Once the work pertaining to a service call or work order are completed using maestro*MOBILE, it is possible to send a PDF summary of the work by email or save it in Document Management. Each maestro* user can configure their own preferred method for sending this document (example: request the clients preference when a call is received).
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It is possible to make a signature on the summary mandatory. |
PREREQUISITE
- maestro*server (installed by a Maestro technician)
- PDF printer (installed by a Maestro technician)
- A SMTP email account
- Access to the Web Service/Mobile (Security Management/Description/Type of Access)
- Contact Management module
PROCESS
Configuring the mailing and saving of PDF documents involves several steps:
- Identification of the form to be used
- Configuring how to send the form
- Setting up the subject, the message and configuring how the form will be saved
- Adding an additional recipient
- Identification of the main contact
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The steps may vary for service calls and work orders. |
STEPS
Identification of the form to be used
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maestro* > Maintenance > General Maintenance > Processing > General Settings |
The first step consists of identifying which form will be mailed or saved.
Service calls
- Open the Service Calls menu and click on the Forms option.
- Under the Return from Call section, select the form that will be saved or sent through maestro*MOBILE.
- Click on Save, then on Quit.
Work Orders
- Open the Work Orders and click on the Forms option.
- Select the appropriate form in the Work Approval Form drop-down list. It will be set as the default form.
- Click on Save, then on Quit.
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A different work approval form can be used if work order types are defined. In this situation, the form must be selected in the Work Approval form drop-down list on the Define Work Order Types window:
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Configuring how to send the form
The configuration for how the form will be sent is specific to each customer. The user creating the customer files must enter the required parameters when initially booking the appointment. The process is the same for both service calls and work orders.
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maestro* > Maintenance > General Maintenance > Processing > General Settings |
- Open the Service Calls menu (or the Work Orders menu) and click on the General option.
- Under the Mobile section, check the Immediately send the form box.
- Click on Save, then on Quit.
Once the visit is marked as completed in maestro*MOBILE, the PDF form will be sent, except if the configuration under Customer Management is set to Never.
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maestro* > Invoicing > Maintenance > Customers > Customer Management |
- In the Customer Management window, select the appropriate customer.
- Under the Mobility tab, select appropriate value from the drop-down list, beside Immediately send the form label. The following options are available :
- According to the General Setting
- Always
- Never
This page is also where you indicate whether a signature is optional, required or not required.
- Click on Save, then on Quit.
Setting up the subject, the message and configuring how the form will be saved
These steps apply both to service calls and work orders. The only difference is the form to be used.
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maestro* > Maintenance > General Maintenance > Processing > Mailing Configuration |
- On the Mailing Configuration window, locate the Return from a Service Call or Work Order–Work Approval option, depending on the situation.
- Click in the English-Mailing Subjects field, then on the […] icon to display the variables available and the text field.
- In the Subject configuration for …, write the subject of the message that will be sent the customers in the Text field, located on the right side of the screen. Use available variables if necessary.
- Click the Accept icon.
- Back to the Mailing Configuration window, double-click in the English-Mailing Messages field.
- In the Body Text Configuration for… window, write the content of the email that will be sent to the customers and use the available variables if necessary.
To write a message using the variables, select the appropriate variable in the section on the left. Then, click on the arrow pointing right to transfer the variable to the Text section. For instance, in the case of a service call :
Mailing Subject: Service Call no. </ASSERV.NOAPPEL/> - </ASSERV:PTRADRCONTACTTRAV:MAADRESS.ADRESSE/>
Mailing message :
</Name (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODECLIENT:CLIENT.NOM)/>
</Address (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODECLIENT:CLIENT.ADRESSE)/>
</City (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODECLIENT:CLIENT.VILLE)/> </Province (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODECLIENT:CLIENT.PROVINCE)/>
</Postal Code (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODECLIENT:CLIENT.CODEPOSTAL)/>
Greetings,
The work related to service call no. </Call Number (ASSERV.NOAPPEL)/> was completed on </Date (ASSERV.DATEREELLE)/> at </Time of Departure (ASSERV.HEUREDEP)/>. You will find enclosed the work approval document.
Should you have any questions, please contact us by phone at 1-8XX-XXX-XXXX or by email at service@macompagnie.com.
Thank you
</Name (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODEFOUR:FOUR.NOM)/>
</Address (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODEFOUR:FOUR.ADRESSE)/>
</City (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODEFOUR:FOUR.VILLE)/> </Province _ State (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODEFOUR:FOUR.PROVINCE)/>
</Postal Code (ASSERV:PTRADRCONTACTFACT:MAADRESS:CODEFOUR:FOUR.CODEPOSTAL)/>
- Click the Accept icon.
- Repeat steps 2 to 7 for French emails.
- Complete the following fields:
Field
Action
Save in Document Management
Select “When generating form” or “When sending”.
Documents Category
N/A – Not applicable in the Mailing Configuration.
Use signature in email
Select “Use the user preferences”.
Use Encryption
Keep the checkbox checked.
NOTE: The email will be protected by a password. To view the contents, the recipient will have to enter the Document Password defined in the Other Information tab of the Contact Management window and option (contact linked to the supplier in this case).
- Click on Save, then on Quit.
Adding an additional recipient
The original contact can receive the form once a service call or a work order is completed in maestro*MOBILE and when the user press Complete. However, it is possible to send the message to an additional recipient by pressing the Signature button. The original contact for the service call or work order will still receive a copy.
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At the end of a visit, depending on the customer’s settings, either the Signature button, the Complete button or both will be displayed. |
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The required signature configuration must be done in Customer Management. Under the Mobility tab, the following options are available in the Signature menu :
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Identification of the main contact
Service Calls
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maestro* > Service Management > Service Management > Contract > Enter a Service Call |
For service calls, the main contact is identified in the Contact field, under the Service Call tab of the Enter a Service Call window.
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For service call customers, the Immediately send the form box must be checked. To do so:
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Work Orders
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maestro* > Projects > Work Orders > Processing > Enter Work Orders |
For work orders, the main contact is also identified in the Contact field, under the Work Order tab of the Enter Work Orders window.
APPENDIX
Set up a functional SMTP email account
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maestro* > Maintenance > General Maintenance > Processing > General Settings |
- In the General Settings window, open the General Settings menu and click on the Miscellaneous option.
- Complete the Configuration of the SMTP email account section as needed:
Field
Action
Server name
Enter the server name for the SMTP email account.
User
Enter the user name.
Password
Enter the selected password.
Port
Enter the port number
“From” Address
Enter the email address from which the messages will be send.
Use SSL encoding
Check this box to activate the encryption of the mailings.
NOTE: Some SMTP providers require that the communication must be secured to send messages.
- Click on Save, then on Quit.
