What are Document Recipients?
Documents such as order confirmations, invoices, delivery notes and works orders often need to be sent to specific people at your customer's organisation.
Normally, you would finalise the document, select Email and choose who should receive it.
Document Recipients let you automate this process. You can choose which email addresses should automatically receive a particular type of document for each customer.
Once configured, OnRent Go automatically emails the document to those recipients when it is finalised, using the email template you have selected.
This saves time, reduces the risk of documents being forgotten or sent to the wrong person, and gives your customers a more consistent flow of paperwork.
How is this different from emailing manually?
Document Recipients work alongside the existing Email option rather than replacing it.
When you open a document and select Email, the email window continues to work as normal. The customer's usual email address is populated and you can change the recipients, subject and message before sending.
Document Recipients provide a separate automatic process. When Auto Email is enabled, OnRent Go sends the document automatically when the relevant action takes place. No email window is displayed and no further action is required.
For example, an invoice or order can be emailed when it is finalised, while delivery, return and exchange documents can be emailed when they are printed.
Use the standard Email option when you want to choose when and how a document is sent. Use Document Recipients when the same document should be sent automatically each time.
What documents can be sent automatically?
Document Recipients can be configured for the following document types:
Order for order confirmations / rental contracts
Invoice
Works Order
Order Delivery for delivery notes
Order Return for returns notes
Order Exchange for exchange notes
You can create one Document Recipient entry for each document type on a customer account.
How to set up Document Recipients
Open the customer's account and select the Document Recipients tab.
Add a new entry and complete the following:
Document Type
Select the type of document you want OnRent Go to send automatically, such as Invoice or Order Delivery.Email Template
Select the email template that should be used for the subject and message.Recipients
Enter the email address or addresses that should receive the document. You can add more than one recipient.Auto Email
Turn this on to activate automatic emailing for the selected document type.
Save the entry.
Once Auto Email is enabled, OnRent Go will automatically send that document type to the configured recipients whenever the relevant action takes place.
Good to know
Recipients are added to the To field. Automatic emails do not use CC or BCC.
The email subject and message are taken from the selected Email Template, keeping the wording consistent each time.
Order Delivery, Order Return and Order Exchange documents are sent each time they are printed. Printing the document again will send another email.
If Auto Email is turned off, the document will not be sent automatically. You can continue to email it manually as normal.
For invoices, the automatic email replaces the standard invoice approval email where one would otherwise be sent. This prevents the customer receiving two emails for the same invoice.