Ability to set-up email notifications per trading partner under a single user name

  • 12
  • Idea
  • Updated 9 months ago
  • Implemented
  • (Edited)
I would like the ability to set-up new document email notifications on a per trading partner basis under a single username
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FAQ, SPS FAQ

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Posted 6 years ago

  • 12
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Colin Walker, Alum

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Thanks to everyone for voting on this issue. Would anyone mind sharing a story about how this feature would be used in the context of your workflow in WebForms? How can this make life easier for you?

Thanks!
Colin
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Christina Wales

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In our company, different people handle different customer accounts, and different functions within those accounts.

Right now, our Director of Finance receives the email notifications, even though she has nothing to do with any of the daily operations of acknowledging POs, scheduling and processing shipments, or invoicing. She has these emails auto-forwarded to a rather large group of people. Each of us in this forwarding group must read each email to both see if it's regarding an account we handle, and if it's a function that needs to be addressed. Sometimes, notifications regarding different partners are contained within the same message, which complicates things further.

Even with just a few customers at moderate order volume, this can yield many, many emails per day, most of which don't apply to me. The more trading partners we migrate to SPSCommerce, the worse it's going to be.

The ideal situation for us would be having one administrator for the company, who could approve multiple sub-users/email addresses for the account, and each user could have a set of preferences that would control which notifications they received, and which functions they could use.
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James Stauffer, Senior Software Engineer

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If each person only handles certain accounts it sounds like it be best to setup different logins so that you can control the email address for each login. Is there are reason why different logins wouldn't work?
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Christina Wales

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Best case scenario for us would be one login, with a Notifications tab in Preferences where we could add multiple email addresses and select which type of notifications each would receive. That way everyone could access everything, but not be bogged down with irrelevant messages.

If we had a straightforward one person=one account setup, the different login thing would be fine, but our operations are not aligned that way. Who handles what changes frequently and overlaps a lot, and a web of multiple logins and passwords could get complicated.
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Jill Elliott

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For us, being able to recieve vendor specific email notifications would only benefit me. Currently i'm the only person that phisically uses SPS. We're in the process of getting all of our accounts integrated through our accounting software, so once we're importing and exporting without WebForms this would be a non-issue.

I handle 3 accounts that account for about 1250 orders from September through January. So for now every single order comes thorugh me anyway. We'll be adding our own companies web based orders as another vendor and those will not be handled by just myself (6-8 other people). Once this happens we'll have about 4-5K more orders coming through SPS. Those are the emails i'd like to be able to isolate and forward on to the right person if needed.
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James Stauffer, Senior Software Engineer

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Christina, if you make one account per employee then it should be easier to manage the logins. When responsibilities change then the admin user would need to go in and change the permissions so that the correct email notifications are sent. If the admin login is known by everyone then anyone could make those updates.
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Christina Wales

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Some companies charge per login id, but if we could have multiples plus an admin account without paying extra, that would work fine.
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Melissa Banks

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We have many people that need the notification emails, but, not enough space is provided, so, instead we need to forward the email onto the ones that don't get them. This doesn't always happen in a timely fashion. If we could set up emails per trading partner, this would help solve this issue and people are getting notificiations for just their accounts.
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Colin Walker, Alum

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Hi Melissa,

I was reviewing this thread and forgot to mention one thing that may be helpful to you. In your Company User Admin section of the Portal site (home screen before you open WebForms), you can add as many emails as you want to receive notifications. Just separate each address with a comma and that address will receive copies of the email notifications.

Hopefully this helps.

Regards,
Colin
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Miles Kliner

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Hi Colin, 
Thanks for that but when i try to add additional emails it stops at a certain number of emails or character spaces and the last email address is cut off and therefore the change does not get saved. Rather I get an error message. it seems there is a limit of how many emails/characters can be put in.
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Colin Walker, Alum

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Hi Melissa,

Thanks for chiming in. It's good to hear this idea is applicable to your process. While we don't have the ability to put this on the development schedule at this moment. I can say this is something we are planning on building out when a slot opens up. Stay tuned to this thread for updates when we have a target completion date.

Regards,
Colin
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Carol Kirby

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I also have a need to segregate the emails per user and type. Ideally, I would like to include an email address for incoming purchase orders - that would be our sales reps, who would then know when an order arrives.
The rest of the emails involve processing, such as ASNs/invoices approved or rejected, and our sales force doesn't need access to those emails, and probably wouldn't forward them to the correct person.
The sales reps don't need login access to SPS, just the email stating a PO has arrived. And, naturally, we have different sales reps for the customers trading with SPS.
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Colin Walker, Alum

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Hello Everyone,

I'm moving this to a "Planned" status as we're going to be addressing this within the next set of projects.

Thanks for all the great feedback!

Regards,
Colin
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Javier Dominguez

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This reply was created from a merged topic originally titled
Email notifications - WebForms Subject Line - needs trading partner name added.


There is a suggestions Lara Ondrako and Eric Cox and I would like to make for a future version of WebForms. I have two different companies (Namce LLC/FAEVS Holdings Inc). Each has their own WebForms account but shares one contact person.

The problem I face is that the new document notification emails that are generated and sent do not include the company name. I then must check both of my accounts to see which notification was for if the trading partner shown in the email is a trading partner of both companies.

Do you think it would be possible to tweak the new document notification email in the future to include some kind of identifier? Perhaps the company name or username of the account.

Thank you!

Javier
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Colin Walker, Alum

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Hi Javier,

I'm happy to report that we are currently working on a project to include those company names in the email notifications. This will allow you to use email filters to sort your inbound notifications.

We'll updated this thread when we get close to completing this functionality.

Thanks for providing your feedback.

Regards,
Colin
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Jackie

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Is there any update to status on this as last update appears to be almost a year ago.  We also would like the function to send notifications to different emails addresses based on the TYPE of function i.e. all notices of PO's go to one address, notices to do with an ASN or other function to elsewhere and notices related to invoices would go to yet another emails.

Right now everyone is getting ALL the notifications which is overwhelming for everyone as we typically get hundred of drop ship orders a day and need to be able to sort through and direct notices that are applicable to a certain task (rather than just a partner).

Thanks.
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Lisa Sacquitne, Product Manager

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Hi Jackie et al. - Thank you for checking in on this enhancement request.  We are currently in the process of testing a release that contains the ability to set your email notification preference to be sent per trading partner with the document type(s) in the email subject (see below) in addition to being aggregated within one email.  We are planning on releasing it mid-July and I will update this thread once we have more specific details on the dates. 




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Jackie

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Hi Lisa,

Thanks for the update on this.  From the perspective of those with high volume transactions using integrated solutions (e.g. SPS Adaptor) to pull Purchase Orders into our ERP software, we know we have PO's every day so we don't need a notification.  What we do need notices for are PO changes, PO Cancellations etc.  So I would like to have the control per partner to say which document types we get notices for.  That way we can basically choose to receive notifications for all documents with the exclusion of Purchase Orders as these can be a couple hundred individual emails going out to our team.  I'd just as soon turn it off and only receive notices fort the other types of documents.  This may be covered by what you are already testing but I wanted to call it out in case it hadn't been considered.  Thanks.
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Lisa Sacquitne, Product Manager

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Thanks for the reply Jackie.  I can definitely see where you are coming from and how more refined email preference settings could be useful to you and our customers. I will be adding this use case for a longer-term project that I am working on however the release that is coming generate a new doc notification similar to the one above.  For the time being I propose creating email rules that move emails received from "niservices@spscommerce.com" with a subject that contains exactly "(Purchase Order)" to a specified folder in order to keep those hundred emails out of your inbox but still available for reference.  Hopefully that helps in the short-term until we can step back and review at how we approach email notifications on the whole.
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Jackie

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Thanks, Lisa.  Once you roll out update for the document type to be in the subject we'll definitely plan to do that for short term.  For longer term, hopefully you can move forward with more control over all of these options. 
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Lisa Sacquitne, Product Manager

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I'm happy to report that we have implemented this functionality within WebForms. To setup your account to receive new document notifications broken out by trading partner navigate to 'Preferences', select 'Trading Partner' from the drop-down list and Save. This will allow you to add email rules filters to help manage WebForms document notifications by trading partner!
(Edited)
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Shiloh Kramer

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I'm trying to figure out how to filter this through Preferences.  Do you have more specific information on this?  I have 2 trading partners, but would like email nitifications to be sent just from 1 of the trading partners.  Thank you!
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Jordan, Software Engineer

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Good morning Shiloh,

Thank you for posting.  I can help shed some light on this feature.  The feature implemented via this post allowed for the ability to receive separate emails on new documents based on Trading Partner.  It does not allow you to add/remove email addresses per Trading Partner, but it does allow flexibility when working with email rule filters.  For instance, you can route Trading Partner "A" to a particular folder, while routing Trading Partner "B" to your deleted folder should you prefer that. 

To enable this, you simply go to the Preferences on the the lefthand side of WebForms, and select One Per Partner for the bottom selection (New Document Email Notifications).  By saving this preference, your email notifications will be separated per Trading Partner.

Hope this helps,

Jordan
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Jennifer Williams

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I still do not see where you can delegate who gets emails based on trading partner, under one user profile. Is this still not resolved? It's terribly inconvenient and seems to be a feature that many users of SPS would utilize. Not having this feature has impacted whether or not we utilize SPS for more of our customers. Please advise on if this will happen, or if I'm just not finding it.

Thanks,
Jennifer
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cbluejazz

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Hi all:  Was reading this thread on this topic as I would like to have to use this feature to assign specific email address per trading partner under one login. Was this solution ever implemented?