Auto Send Customer Statement Email with Attachment File

 

User requires to automate process of sending Customer Statement emails automatically via Scheduled Workflow. This is possible by creation of custom entity field, saved search and scheduled workflow.

 

I. Create Custom Entity Field to act as a flag in Saved Customer Search Results

1. Navigate to Customization > Lists, Records, & Fields > Entity Fields > New
2. Enter your field name on Label.
   Example: Customer Statement Email
3. Select Check Box as your Type.
4. Tick the Store Value box On.
5. Under Applies To tab, tick the Customer box On
6. On Display tab, select Main as your Subtab
7. Click Save.

Note: You may either set this checkbox as default checked under Validation & Defaulting tab or manually tick this on for specific customer record or do a mass update to enable it for several customers.

 

II. Create Saved Customer Search with Open Balances

1. Navigate to Lists > Search > Saved Searches > New
2. Click Customer
3. Enter your search title on Title
   Example: Customer List for Workflow Statement Email
4. On Criteria tab, under Standard subtab,
5. On Filter, add the following fields below:
   • Customer Statement Email (Custom)
     • • Customer Statement Email: Select Yes
       • Click Set
   • Balance
     • • Balance: Select greater than
       • Value: Enter 0.00
       • Click Set
6. On Results tab, Select ID as the Sort By
7. Under Columns subtab, click Remove All button.
8. Add the following fields below:
   
   • Select ID
   • Select Name
     
   • Select Email
     
   • Select Customer Statement Email (Custom)
   • Select Balance
9. On Available Filters tab, under Filter: 
   
   • Select Customer Statement Email (Custom)
     • Tick on the Show in Filter Region box
10. Сlick Save & Run

Note: Customers with greater than 0.00 balances while Customer Statement Email box is ticked on will show up on the results.

 

III. Create Workflow to Send Statements Automatically

1. Navigate to Customization > Workflow > Workflows > New 
2. Basic Information section:
   
   • Name: Enter Send Balance Emails
   • Record Type: Select Customer
   • Sub Types: Select Customer
   • Execute as Admin: Enter Checkmark
   • Release Status: Select Released
   • Keep Instance and History: Select Always 
   • Enable Logging: Enter Checkmark
3. Initiation section:
   
   • Scheduled: Enter Checkmark
4. Schedule:
   
   • Saved Search Filter: Select Customer List for Workflow Statement Email
   • Repeat: Enter Checkmark
   • Frequency: Select your preferred frequency e.g Weekly
     
   • Scheduled From Date: Select Todays Date
   • Execution Time: Select your preferred time.
5. Weekly Schedule:
   • Repeat Every: Enter 1 week(s) (once a week)
   • Monday: Enter Checkmark (you may select a different day)
6. Click Save
7. Click State 1
8. At the bottom right corner: Click + New Action
9. Click Send Email
   • Under Basic Information:
     • Trigger On: Select Entry
   • Under Condition:
     • Select a Saved Search Condition: Select Customer List for Workflow Statement Email
   • On Parameters:
     • Under SENDER, on Specific Sender: Select your name or an employee record with a company return email address.
     • Under RECIPIENT, on Send to Current Record: Enter Checkmark
     • Under CONTENT, select Custom to enter your composed email message or select Use Template for a generated email message.
     • • Under ATTACHMENT, File: Enter Checkmark
       • Include Statement: Enter Checkmark
       • Type: Select PDF
       • Enter checkmark or leave no checkmark based on your preferences for:
         • Show Only Open Transactions
         • Consolidated Statement
10. Click Save

Notes: In case Sender is set to From Field > Record (Join Field): Current Record and Field: User, an error is expected to be thrown in the Workflow History Log: "Action execution FAILED: The author internal id or email must match an employee." Due to this reason, it is necessary to set specific User (Employee) to define employee id and email address. Kindly create an employee record with company return email address and company name (no access required) if you want your Sender name to be generic and not your personal. Lastly, ensure that all customers and employees (applied in State: Send Email Action) do have valid email addresses stored.