Managing reports setup in ProdSys
In ProdSys, users can manage various types of reports for different order categories such as invoices, orders, and offers. The reporting functionality is versatile, allowing customization of report layouts, email templates, and headers. Here’s how you can manage email with defined reports effectively:
Purpose of report in ProdSys
Email and report are essential for documenting and communicating important order details, including invoices, order confirmations, and other transactional documents. By customizing these reports, businesses can ensure clarity, professionalism, and efficiency in their customer interactions.
How to Access Email Settings
Login: Begin by logging into your ProdSys account.
Navigate to Reports: From the main menu, go to System > Settings > Email setup. This will open the list of available reports.
Setting Up and Customizing a Email Settings
Create or Edit :
Select a email format from the list or click the "+" button to create a new report
Main info
Define the Report Menu Name: Type the name of the report in the menu
Define the attached file name: Such as
Order_{categoryNumber}.
To insert and placeholder use the <#> symbol
Email templates
Set up default email templates for sending reports. This includes adding language options, defining subject lines, and adding dynamic placeholders like {categoryNumber} or {companyName} for personalized content.
Select Language : Select from the list
Set default: This email template is the default for this language
Insert email Subject : Type the text for the email header. To insert and placeholder use the <#> symbol
Insert email text: Type the text for email header. To insert and placeholder use the <#> symbol. To format the text and insert logo use the Toolbar in the text editor. Note: Logo should be a linked image from and website.
Report Layout:
Choose a layout for the report. For example, you can select "Order with specs" or "Order with art no with discount, specs, and images."
Setting Up Report Headers and Footers:
You can add headers to each report by language. For example, an order confirmation email may have the header “Order {orderNumber}.” To insert a placeholder use the <#> symbol
Ensure you set the standard header for each language to provide consistency.
Attach Files:
You can attach additional files to email. For example, a PDF file for sales condition.
Multiple Email template connected to Order type:
Yo can add many templates with different report connected to different order types. This ensure that the user can select from different layouts on the same order type.
Best Practices for Managing
Standardize Reports: Ensure you mark frequently used reports as standard to streamline the process of generating documents.
Customize Templates: Use placeholders to customize email templates and headers, ensuring that each report is personalized to the customer or order.
Review Layouts: Periodically review report layouts and update them as your business needs evolve.
Test Reports: Always test new or edited report templates to verify that they work as expected and display the necessary information.
Conclusion
By managing reports in ProdSys, you can ensure efficient, professional communication with your customers. The ability to customize report layouts, email templates, and headers allows businesses to tailor their reporting process to fit their specific needs. Regularly reviewing and updating your reports ensures that your documentation remains relevant and aligned with your business operations.