2024.05.01: PO Notification Email Improvements

Features:     

Notification Email Improvements:

Project/Work Order hyperlink added (US-6519): The notification emails have been updated to have direct links to the corresponding Work Order/Project that the notification is in reference to. These links will be in the Tracking # or Project #.

Vendor New Work Order Accept/Decline via Email (US-6573): The notification email that is sent for a new work order will now give the option to Accept or Decline directly in the email. 

These options will only be on the email if Auto-Accept = Off.  Clicking on the options will open Umbrava, and once signed in, will accept or reject the work order. The Respond by date/time is a reference to Purchase Order Expiration, which is explained below.

Allow PO Recipient to Email Sender (US-6622): We have increased the ability to communicate off of our automatic notification emails.

The notification emails are sent from a no-reply email. We found that this was hindering communication, and added in the requester and requester email. Clicking on the requester email will open a response to the notification that will autofill the subject line and To fields. If the requester is not assigned to the work order, then we will also add the assigned to into the CC field.

Purchase Order Expiration:

Setting/Displaying PO Expiration Time (US-6263, 5869, 6248): Purchase Orders will now have a set time to expire after being assigned to a vendor that does not have Auto-Accept = On. This can be set when creating/editing priorities in the company profile. 

When a purchase order is sent to a vendor, and they have not yet accepted the purchase order, then you will be able to see how long is left until the purchase order expires. It will be displayed on the purchase order itself.

For Vendors, you will see the time until expiration on your work order once it is assigned to you.

Sign-off sheet improvements:

Sign-off Sheet Requirements (US-5870):

You can now set your sign-off sheet requirement in your Company/Client Profile.  This is used to enforce if your vendor is sent a Sign-off sheet once they are assigned and accepted on a work order.

Sign-off Sheet update (US-6663):

The Sign-Off sheet has been altered to automatically fill in the information that is specific to that work order. These fields will be prefilled once the sign-off is sent:

1. Tracking #

2. Client

3. Service Location

4. Source Job #

5. PO Date

6. Source PO #

7. Umbrava Pin

Automatically Send Sign-off Sheet to Accepted Vendor (US-6250): The Sign-off sheet will be automatically sent to a vendor that accepts a work order if the you have "Sign-off" set as Required for the Client/Company Profile.

Notification Configuration Updates (US-6432, 5923): We have updated the notification configuration options for New Work Orders for vendors. You can now configure this notification as needed.