1 - Deals - Documents - Email sending

For this facility, you will have to provide us your SMTP details for setting up your account accordingly.
Once the settings are done on our side, you are ready to set your templates to be used when sending documents from Deals, directly.

  • First, set your templates in  Texts Library from main left menu:

  • Create new template considering the following mandatory requests:

   General settings:
                                - for labels select documentShare and reservation
                                - select the Brand
                                - for Type select Template

Category and Country/Region is an optional setting.

Title - Add new language and set a title that will represent the subject of the email:

"Victoury shared {{bookingCode}} document with you"  - where you have a place holder for the deal code to be. The rest of the text it is, of course, at your choice.

Body text, also at your choice. Only the place holders are important to be correctly set as in the below example:

"Salute {{customer}}.

The following document has been shared with you since you are a traveler in Deal {{bookingCode}}.

The document contains information about your upcoming reservation. In order to view the document please click the following button.

{{url}}

Regards,

Demo Brand 1

{{signature}}"

More information about placeholders defined in Victoury

More information about setting email templates in Text Library


You have finished the work in the Texts Library.

Next step is to go to the Deal/Documents and click GENERATE the desired documents: Deal Confirmation, Devis or Travel Plan reservation. (Remember, in Texts Library you may create a distinct template for each).
After the generating process is done, click on EMAIL.
The email is sent From the email of the operator that is logged in on Victoury -> To the email of the Main Person of the Customer. Select the Template and SEND EMAIL.

 2 - Deals - Emails Tab

In Deals, Emails tab all emails sent, related to the deal will be displayed.

Beside that, using + NEW MAIL button, you can send emails to the customers that are not related to specific actions or documents.

For Body you may use a Text Library entry Using search option available) or you may freely enter any text at you choice.

3 - Confirmation email when booking on Minisite


Presently, an Email confirmation (Subject and Body) is sent to the customer with the subject and text added in Victoury - Minisite - Email section.

A copy of the email is sent to the email address as it is set in Settings/General/Email Address.


4 - SUPPLIER QUOTES/ORDERS EMAIL

For Option type deals, only Quote can be created/sent.

For Booking type deals both Quote and Order can be created/sent.

Main left menu - Settings, check Send Automatic Emails for Orders only in case you would like that the emails are sent automatically when the booking is saved. Else, if you prefer to send them manually as further described, leave this setting unchecked.

At the same time, for the products prices that you need to send email to the supplier when the product is booked - on Product, per Price, check Automatic Order.

In product details, set the Supplier, in Price details/Price Supplier.

If all details all correctly set, when the product is booked, an order will be send to the supplier. This order creates an entry in Operations/Order list.

Supplier orders are generated at the moment of the booking, meaning that each booking will have its separate supplier order, there cannot be the case that the same order refers to more bookings.

In case one booking contains more that one product/price from the same Supplier and on their price level the Automatic Order is set, the generated Supplier Order will contain as many arrangement lines as many products/prices have been booked by the same Supplier.

In case one booking contains more products from different Suppliers and on their price level the Automatic Order is set, the system will generate as many Supplier orders as many Suppliers there are.

Once the order is created, select the order and click on edit sign and select Send Supplier order:

A new tab containing all orders selected will open. To open the content of an order, click on the code of the order and a new dialog is open. In this dialog there are editable fields: To, CC, BCC, the Subject and the Body of the Order email where you can add or remove placeholders defined in Victoury for Supplier Order Email sending.

Fields:

  • From​ - value from Settings/Order Signing User - if no user set there - use the author of the order as set in Supplier order/Author

  • To​ - value from Supplier Contact Info where Type is set Order E-mail;

  • ReplyTo​ - value from Settings/Order Signing User - if no user set there - currently logged in user;

  • CC​ - possibility to add any email address by the operator

  • BCC​ - possibility to add any email address by the operator

When the editing of the Order Email is done, you may use PREVIEW MODE to see all information retrieved (this action replaces the placeholders) and if everything is in the desired order, click CONFIRM button.

Once the Email Order is confirmed, the order line is marked as checked and you may proceed to send the email using one of the SEND buttons.

The templates used for sending Order Email have to be defined in Text library.

Text Library entries used

The Order Email will be constructed using the below text library entries by labels:

OrderEmail or supplierQuoteEmail - general text library entry where label is “orderEmail” or "supplierQuoteEmail" which includes the below text library entries using placeholders:

  • orderHeader - text library entry where label is “orderHeader”

  • orderSubtext - text library entry where label is “orderSubtext”

  • orderBody - text library entry where label is “orderBody”

  • orderProduct - text library entry by product category where label is “orderProduct”

Place holders used

Subject

value from title of the text library entry where label is “orderEmail”

Placeholders:

  • {{bookingCode}}

  • {{bookingDestination}} (first destination related to reservation)

  • {{mainTravelerName}} (salutation personal name family name of the main traveler)

Message

Formed by the below sections:

  • Header - placeholder for {{orderHeader}} value from Supplier/Order Header - if no value found there - use text library entry where label = orderHeader

  • Subtext - placeholder for {{orderSubtext}} value from Supplier/Order Text - if no value found there - use text library entry where label = orderSubtext

  • Body - placeholder for {{orderBody}} value from text library entry where label = orderBody

Placeholders:

{{logo}} value for Logo (brand logo - if no brand, logo from settings/ general) {{currentDate}} value: current date (dateFormat as in parameters) {{customer}} salutation personal name family name of the mainPerson of the customer

{{travelersWithBirthdates}} salutation personal name family name of the travelers and their birthdates (dateFormat as in parameters) {{travelersWithPassportInfo}} salutation personal name family name of the travelers and their passport information for each traveler

{{orderRemark}} Value from Supplier Order Remark field

  • Order Products - placeholder for services to be booked {{orderProduct}}, for each product of the order is used the value from body of the text library entry where label is “orderProduct” based on product category - where product category is the same as text library entry category

Placeholders for products retrieving the information from Arrangement:

{{orderProductOrderText}} - Order text

{{orderProductOrderRemarks}} - Order Remark

{{orderProductProductCode}} - Product code

{{orderProductProductName}} - Product name

{{orderProductProductBegin}} - Begin date

{{orderProductProductEnd}} - End date

{{orderProductStartTime}} - Product start time

{{orderProductEndTime}} - Product End Time

{{orderProductCountryArea}} - Country Area

{{orderProductReservationText}} - Reservation text

{{orderProductPriceType1}} - Price Type 1 label

{{orderProductPriceType2}} - Price Type 2 Label

{{orderProductPriceType3}} - Price Type 3 Label

{{orderProductPriceType4}} - Price Type 4 label

{{arrangementTravelers}} - Assigned travelers

  • Footer

Placeholders

  • {{orderSignature}}

- if there is one user marked as orderSigningUser in General settings - the Signature - multilanguage of the user selected is retrieved

- if there is no orderSigningUser set, the signature of the author of the order is retrieved

  • {{companyInfo}}

- if there is a brand set on reservation level we use from brand: name, address, phone, email

- If no brand set we use data from settings/general

Example of Text library entry for supplierQuoteEmail

Example of Text library entry for orderEmail

5 - Email sending when a task is assign to a Victoury user

Please check the article How to assign a task and import a task into a calendar

6 - Email sending when assigning a Pipeline card to a Victoury user

Please check the article Pipeline

7 - Payment reminders and other scheduled emails

Please get in touch with us for more details.

8 - Deal details - Operations - Customer invoice sending

Once the invoice was created, you may send it to your customers using EMAIL button available:

  • From - the email address of the logged in user is selected but this is an editable field so another user's email may be selected if needed.

  • To - the email address of the main person of the customer, also editable field

  • Template - to be selected the correct one already entered in Text Library

Mention!

You may reply to any email using Reply button available in the Email details, for both Incoming and Outgoing emails!

See here details about Incoming (Email import) email feature

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