Followers

When you email forms such as Customer Invoices, the email can be sent automatically to several people. The additional recipients are known as Followers. For example, a Quotation can be emailed to a customer, the 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. Set up 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.

How to Add Followers to a Transaction Type#

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.
3. Click Settings (tab).
4. Click Add/Edit (button) on the top row of buttons if it is not blue.
5. Click Settings (button) (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 of these options:
   • N/A: There are no Followers.
   • Contact (Transactions): The customer or supplier’s contact person for transactions (e.g. sales manager or production manager).
   • Contact (Accounts): The customer or supplier’s accounts person.
   • Rep: The rep who deals with the customer.
   • Assign To: The staff member that the transaction is assigned to.
   • User: The user who created the transaction.

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.
3. Click Output Templates (tab).
4. Click Add/Edit (button) on the top row of buttons if it is not blue.
5. For each Output Template, select an option from the dropdown list in the Follower column:
   • All: Documents are sent to internal and external Followers.
   • Internal: Documents are only sent to Followers marked as Internal (e.g. employees).
   • External: Documents are only sent to Followers marked as External (e.g. customers and suppliers).

How to Add Followers to a Transaction#

1. Edit or Create a transaction.
2. Click Menu (button) > View/Edit Followers.
   • Note: The option does not appear if the Transaction Type’s Add to Followers setting is 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 = Enter a description.
   3. Type = Select Internal for staff or External for customers’ or suppliers’ contact people.
   4. Click Save (button).
5. Repeat step 4 to add more Followers.

How to Refresh Followers#

1. Edit or Create a transaction.
2. Click Menu (button) > View/Edit Followers.
   • Note: The option does not appear if the Transaction Type’s Add to Followers setting is N/A.
3. Click Refresh (button).