Automated Notifications help streamline your business communications by automatically sending email updates to customers and suppliers when key transactions reach specific statuses. This feature eliminates the need for manual follow-ups and ensures your business partners stay informed throughout your transaction processes.
Automated Notifications apply to all transactions of the selected type once enabled and use your company's email templates for consistent messaging. They trigger automatically at specific, non-customizable transaction statuses, with all notifications disabled by default.
📌Note: Automated Notifications are not supported in a Sandbox environment.
Tutorial Video
Unleashed Email Templates, Setup and Automation
Enable Automated Notifications
To turn on Automated Notifications for a transaction type:
From Unleashed's main menu, click Settings, then click System Settings.
Click Automated Notifications.
Along the row of the transaction type you want to enable, click the toggle in the Enabled column.
When the toggle is green, the notification is enabled. To disable it, click the toggle again; it will turn grey.
You can update each transaction type's setting at any time, and changes apply immediately to any subsequently updated transactions.
Understand when notifications are sent
Each transaction type triggers an email at a specific status. The table below shows which transactions are supported, when the email is sent, and who receives it.
Transaction type | Trigger status | Recipient |
Credit | Completed | Customer contacts with Invoicing ticked. |
Purchase Order | Placed | Supplier contacts with Purchasing ticked. |
Sales Invoice | Completed | Customer contacts with Invoicing ticked. |
Sales Order | Completed | Customer contacts with Ordering ticked. |
Sales Order Shipment | Dispatched | Customer contacts with Shipping ticked. |
Sales Quote | Pending | Customer contacts with Ordering ticked. |
Supplier Return | Completed | Supplier contacts with Purchasing ticked. |
When no contact with the relevant role is found, or their email address is missing, Unleashed falls back to the customer or supplier's primary contact. If the primary contact also has no email address, no notification is sent.
Manage nominated contacts
For Automated Notifications to reach the right people, you'll need to make sure your customer and supplier contacts are set up correctly.
Update customer contacts
Customer contacts can be nominated for Ordering, Invoicing, or Shipping notifications.
To update a customer's nominated contacts:
Open the customer's record.
Click the Contacts tab.
Along the relevant contact's row, click the Ordering, Invoicing, or Shipping field.
Select or clear the checkboxes as required.
Click Save.
🤓 Tip: To update nominated contacts for multiple customers at once, use the Customer Contacts import template.
Update supplier contacts
Supplier contacts can be nominated for Purchasing notifications.
To update a supplier's nominated contacts:
Open the supplier's record.
Click the Contacts tab.
Along the relevant contact's row, click the Purchasing field.
Select or clear the Purchasing checkbox as required.
Click Save.
🤓 Tip: To update nominated contacts for multiple suppliers at once, use the Supplier Contacts import template.
Examples of Automated Notifications in use
When "Sales Order" is enabled in the Automated Notifications page:
When a Sales Order is updated to "Completed" status, the customer's contacts with "Ordering" checked will be notified by email.
If the customer has no contacts with "Ordering" checked, the customer's primary contact will receive the email.
When "Sales Invoice" is enabled in the Automated Notifications page:
When a Sales Invoice is updated to "Completed" status, the customer's contacts with "Invoicing" checked will be notified by email.
If the customer has no contacts with "Invoicing" checked, the customer's primary contact will receive the email.
When "Sales Order Shipment" is enabled in the Automated Notifications page:
When a Shipment is updated to "Dispatched" status, the customer's contacts with "Shipping" checked will be notified by email.
If the customer has no contacts with "Shipping" checked, the customer's primary contact will receive the email.
When "Purchase Order" is enabled in the Automated Notifications page:
When a Purchase Order is updated to "Placed" status, the supplier's contacts with "Purchasing" checked will be notified by email.
If the supplier has no contacts with "Purchasing" checked, the supplier's primary contact will receive the email.