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CRM - Automatic Customer Reports via Email

Sequoia v4.39

Overview

Sequoia supports automatically sending declaration reports to your customers as the reports are generated.

The reports are configured within CRM together with the recipient email address(es) and a configurable subject line. The reports will be sent as attachments to the email and the body of the email will contain relevant key information related to the consignment (DUCR, job reference, any external references, etc). An example of a generated email is shown below.

Example Email


The Sequoia server must be configured with your SMTP server details, a sender email address and, if required, a signature block for the emails.

Server Configuration

Your SMTP server details will need to be configured on the Sequoia server to allow Sequoia to be able to send the emails.

Open the Sequoia Configuration application (an overview of this application can be found in this guide).

Expand the Sequoia Enterprise Management node followed by your company name. Within Configuration click the Email Configuration node as shown below.

Email Configuration


The Email Configuration page will be displayed on the right hand side.

SMTP Server Configuration


SMTP Server Configuration

Label Description
Host Address (Required). IP Address of the SMTP server.
Port (Required). SMTP server port (usually 25).
Username The username required to login to the SMTP server.
Password The password for the SMTP server.
Domain The fully qualified domain name if required by the SMTP server.
Use SSL Whether or not SSL is required by the SMTP server.
Sequoia v5.02



The 'domain' setting is available from release 5.02

Support for Office 365 as an SMTP server is available from release 5.02.

Email Configuration

Label Description
Sender Email Address (Required). The email address to use as the sender of the emails.
Email Signature Block Any text which should be included in every email sent. This could be something like a signature block.
Sequoia v5.02



The rich text signature block is available from release 5.02.

Hint, the window may need need to be re-sized to be able to fully view the signature block control.

Once the information has been entered, click Save at the top of the page.

CRM Configuration

Each CRM account can be configured to receive the required reports. The reports will be emailed when the CRM account is used:

  1. As the Customer of a job the declaration is linked with
  2. As the Consignee [08] of an import declaration
  3. As the Consignor [02] of an export declaration

Open the required CRM account and navigate to the Email Reports node as shown below:

Email Reports Node


The grid on the right hand side will display any previously configured reports. Use the Open button or double click a record in the list to view and make any necessary changes.

To configure a new customer report, click the New button on the toolbar.

This will open a dialog where you can configure the recipient email address(es), select the required reports and specify a subject line.

Customer Reports Dialog


Label Description
Email To (Required). The recipient email address(es).
If more than one email recipient is required, separate each address by a semi-colon (;).
CC Any email recipients to be included in copy.
If more than one email recipient is required, separate each address by a semi-colon (;).
BCC Any email recipients to be included in blind copy.
If more than one email recipient is required, separate each address by a semi-colon (;).
Subject (Optional). The text to use as the subject of the email. If left blank the subject will default to "Copy Documentation For Consignment: [DUCR]"
This supports the use of "placeholders" so including [TRADERREF] would mean the actual Trader Reference [07] value of the declaration would be subsituted.
For example, setting the Subject to:
Reports attached for consignment: [JOBREF]
would mean, in the case of a declaration associated with job "AI-22010001", an email would be sent with the subject:
Reports attached for consignment: AI-22010001
Reports (Required). This is the list of reports available to be attached to the email.
Note, in the case of an import declaration, if you choose both the C88 and E2 then the email will only be generated once BOTH reports have been produced.
Likewise, in the case of an export declaration, if you choose both the ESS and X2 then the email will only be generated once BOTH reports have been produced.

Click the OK button. This will close the dialog and add a new row to the grid. Click the Save button at the top of the CRM account editor to save the changes.

For flexibility, you can add multiple report configurations to each CRM account. In this way you can setup a customer so that import documents go to one particular recipient in their company and export declaration documents go to another.