CRM Hacks #30: How to send a personalized email from a Sales order and store them under it?

Hello everyone,

There is an out-of-the-box email option in Sales Order module of Zoho CRM. This lets you send a copy of Sales Order to your client directly from the Sales Order record. Emails sent using this option gets listed as a related record under the Emails section. 

A need to send a different email to the client regarding the same sales order cannot be ruled out. What if there is a delay from the client's side in accepting the sales order and you want to follow-up on the same?

At this stage, won't it be great if such emails are associated to the sales order and listed as a related record under the Emails option? This lets you track all the emails sent at this stage from within the sales order record, thereby saving the hassle of going to the related contact record for checking the emails. The hack I'm going to demonstrate today helps you do just that. This requirement can be met using a custom button embedded with a URL using "Invoke a URL" option.  

Here are the specifics: 

Go to Setup->Customization->Modules and Fields->Sales Orders->Links and Buttons->Create new Button->Give the name as "Send Email"->Under "Where would you like to place the button?", select "View Page" -> Under "What action would you like the button to perform?", select "Invoke a URL" -> Under "Construct Your URL", copy and paste the link https://crm.zoho.com/crm/mailer/EntReply.do?action=compose&entId=${Sales Orders.Sales Order Id}&module=SalesOrders&entEmail -> Click on Save.

The "Send Email" button will now be available from within the Sales Order. Click on this button to send emails to the contact from within the related Sales Order. More importantly, this lets you associate the sent emails to the particular Sales Order and list them as a related record under the Emails option. You now have 2 options to send emails from the sales order. While the native "Send Email" option listed under "More Options" lets you send the Sales Order as an attachment, the custom button lets you send personal emails to the contact and shows them under the related list.   

This hack doesn't populate the Email address of the client automatically in the To field. You need to copy and paste it in the To field. However, this limitation can be overcome by creating an Email field in the Sales order module and adding a function (formerly custom functions) to populate contact's email id in the custom Email id field of the Sales order. This avoids the hassle of copy pasting the email id the email pop up manually every time.

Hope you found this hack useful. Check out other hacks shared in this series here.

• Topic Participants

• Ashwin Sharma

  

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