Email Templates - Intergraph Smart Materials - Version 10.2 - Administration & Configuration - Hexagon

Intergraph Smart Materials Classic Administration (10.2)

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Smart Materials/Smart Reference Data Version
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The templates will be used for sending automatic emails on specific events like inquiry approval or finalization of a quote. Use the A.10.51 Email Templates screen to define your own text templates to use for emails sent out.

A1051_84

When creating a new email template, enter the template name in the Template field and the template description in the Comment field. Select a type from the Template Type combo box depending on the purpose of this email template. The complete list of all available template types with the associated project defaults and screens or screen tabs respectively can be found in eMail Templates.

Only for template type REQUISITION: Check the Use CIP indicator if you want to insert the keywords with CIPs for the CIP logic. For the details, read the online help for A.10.51.

Enter the template text for the subject of the email into the Subject field and the template text for the email body into the Email Body Text field.

For the body text of an email as well as for the subject, some tokens are provided that will be replaced when an email is created. Depending on how you want to use your email template later, you can work with specific tokens that will be replaced when an email is actually generated.

For template types INQUIRY APPROVAL/REJECTION and REQUEST FOR INFORMATION, you can define additional tokens using the Additional Tokens button. A dialog opens where you define the name of the token in the Token field, and the statement to retrieve a value in the SQL Statement or CIP field.

A1051_AddTokens

This statement is either a valid SQL statement or a CIP function (<custom_package_name>.<function_name>). In case of a CIP function, this function must be created in any of the custom packages. For more information, see Customer-installed procedure (CIP) Tasks.
For example, in request for information (RFI) emails, either bidder who submits the RFI question (sender) should be mentioned, or bidder who receives buyer's answer (recipient) should appear. If a bidder submits an RFI, and the buyer decides to send the answer to all bidders, this reply email should not show the supplier code of the submitting bidder, but instead the supplier code of the addressee. To achieve this, create two tokens as follows:

Token

Statement

Parameter

Comment

SUP_SENDER

select sup_code from m_suppliers where sup_id = <sup_id>

#SUP_SENDER#

Bidder who submitted RFI

SUP_RECIPIENT

select sup_code from m_suppliers where sup_id = <sup2_id>

#SUP_RECIPIENT#

Bidder who receives answer

#SUP_SENDER# could be used in the template for emails sent when bidders submit RFI questions, specified with project default ZP_EMT_RQ. #SUP_RECIPIENT# could be used in the template for emails sent when buyer answers RFI questions to all bidders, specified with project default ZP_EMT_RAB.

To get an example how to define a SQL statement or a CIP function call, click the Help button.
Click the Check Statement button to check if the SQL statement is valid or the CIP function is available in the custom package.
To test the result of the specified tokens within the template, click Check Template, select an inquiry from the LOV, and select a supplier. After that you can see the template with the additional tokens replaced by their values, based on the selected inquiry.

Click OK to close the Additional Tokens dialog.

When the email template definition is done, click the Compile button to perform a check if the specified tokens are correctly used.

The available template types with the allowed tokens are described below.

B2B - Request for Quotation

For an email template that is intended to be used for requesting suppliers to make a quote, these tokens are provided:

#INQ_CODE#

#I_SUPP#

#SUP_CODE#

#UE_ID#

#PROJ_ID#

#QD_EMAIL#

#BID_RET_DUE_DATE#

All Types - No Bid

Emails informing you that a supplier does not want to make a bid for an inquiry can include these tokens:

#INQ_CODE#

#I_SUPP#

#SUP_CODE#

#UE_ID#

#PROJ_ID#

#NO_BID_DATE#

All Types - Finalize Quote

When creating an email template for suppliers that finalize a quote, the following tokens are available, with their replacement:

#INQ_CODE# - inquiry number

#I_SUPP# - supplement of the inquiry

#SUP_CODE# - name (code) of the supplier

#UE_ID#

#PROJ_ID# - name of the project

#QD_EMAIL#

#BID_RET_DUE_DATE# - (latest) date on which a quote must be received from the supplier

#NO_BID_DATE# - date on which the supplier set the No Bid indicator, that is, the system date

#FINALIZED_BY_SUP_DATE# - date on which supplier finalized a quote, that is, the system date

PUNCH LIST INSPECTION READY or PUNCH LIST INSPECTION FAIL - Punch list action

When creating an email template for punch list items, the following tokens are available, with their replacement:

#PUL_NUMBER# - name (code) of the punch list

#PO_NUMBER# - agreement number

#SEQ# - sequence number of the task

#PROJ_ID# - name of the project

REQUEST FOR INFORMATION / Submit RFI for an Inquiry

When creating an email template for subcontractors/contractors to inform about submission of a request for information (RFI) for an inquiry (type REQUEST FOR INFORMATION, can be assigned to project default ZP_EMT_RQ), the following tokens are available, with their replacement:

#INQ_CODE# - The inquiry number assigned to the request.

#SUP_CODE# - The supplier assigned to the inquiry.

#SUBJECT# - The subject for the request.

#QUESTION# - The question submitted with the request.

#REQUESTED_BY# - The originator who submitted the request.

REQUEST FOR INFORMATION / Submit Answer to RFI Question for an Inquiry

When creating an email template for subcontractors/contractors to inform about submission of an answer for a RFI question entered in the request for information for an inquiry (type REQUEST FOR INFORMATION, can be assigned to project default ZP_EMT_RA), the following tokens are available, with their replacement:

#PROJ_ID# - The project where the request for information was created.

#INQ_CODE# - The inquiry number assigned to the request.

#SUP_CODE# - The supplier assigned to the inquiry.

#SEQ# - The sequence number for the request.

#SUBJECT# - The subject for the request.

#QUESTION# - The question attached to the request.

#ANSWER# - The submitted answer.

#ANSWERED_BY# - The name of the person who has submitted the answer.

#DATE_ANSWERED# - The date when the answer was created.

REQUEST FOR INFORMATION / Submit RFI for a Subcontract

When creating an email template for subcontractors/contractors to inform about submission of a request for information (RFI) for a subcontract (type REQUEST FOR INFORMATION, can be assigned to project default ZP_EMT_ISS), the following tokens are available, with their replacement:

#PROJ_ID# - The project where the request for information was created.

#PO_NUMBER# - The agreement number assigned to the request.

#SUBJECT# - The subject for the request.

#SEQ# - The sequence number for the request.

REQUEST FOR INFORMATION / Submit Answer to RFI Question for a Subcontract

When creating an email template for subcontractors/contractors to inform about submission of an answer for a RFI question entered in the request for information for a subcontract (type REQUEST FOR INFORMATION, can be assigned to project default ZP_EMT_ANS), the following tokens are available, with their replacement:

#PROJ_ID# - The project where the request for information was created.

#PO_NUMBER# - The agreement number assigned to the request.

#SUBJECT# - The subject for the request.

#SEQ# - The sequence number for the request.

#QUESTION# - The question attached to the request.

#ANSWER# - The submitted answer.

#ANSWERED_BY# - The name of the person who has submitted the answer.

#DATE_ANSWERED# - The date when the answer was created.

REQUISITION APPROVAL/REJECTION

For an email template that is intended to be used for informing originators of an engineering requisition about approval/rejection of the engineering requisition using the A.20.49 Approval Sequence screen, the following tokens are available, with their replacement:

#PROJ_ID# - Name of the project where the engineering requisition was created.

#R_CODE# - Name of the engineering requisition.

#R_SUPP# - Supplement number for the engineering requisition.

#AR_DATE# - Date when the engineering requisition was approved/rejected.

#COMMENT# - The comment given by the approver/rejecter.

#M_USER# - The user who rejected or approved the engineering requisition.

#FIRST_NAME# - The first name of the user who rejected or approved the engineering requisition.

#LAST_NAME# - The last name of the user who rejected or approved the engineering requisition.

INQUIRY APPROVAL/REJECTION

For an email template that is intended to be used for informing buyers of an inquiry about approval/rejection of the inquiry using the A.20.49 Approval Sequence screen, the following tokens are available, with their replacement:

#PROJ_ID# - Name of the project where the inquiry was created.

#INQ_CODE# - Inquiry number.

#I_SUPP# - Supplement number for the inquiry.

#AR_DATE# - Date when the inquiry was approved/rejected.

#COMMENT# - The comment given by the approver/rejecter.

#M_USER# - The user who rejected or approved the inquiry.

#FIRST_NAME# - The first name of the user who rejected or approved the inquiry.

#LAST_NAME# - The last name of the user who rejected or approved the inquiry.

AGREEMENT APPROVAL/REJECTION

For an email template that is intended to be used for informing buyers of an agreement about approval/rejection of the agreement using the A.20.49 Approval Sequence screen, the following tokens are available, with their replacement:

#PROJ_ID# - Name of the project where the agreement number was created.

#INQ_CODE# - The agreement number.

#I_SUPP# - Supplement number for the agreement.

#AR_DATE# - Date when the agreement was approved/rejected.

#COMMENT# - The comment given by the approver/rejecter.

#M_USER# - The user who rejected or approved the agreement.

#FIRST_NAME# - The first name of the user who rejected or approved the agreement.

#LAST_NAME# - The last name of the user who rejected or approved the agreement.

The email template:

We would like to ask you to make a quote for inquiry #INQ_CODE#, supplement #I_SUPP# for our project '#PROJ_ID#'.

We expect your quote to be received by #BID_RET_DUE_DATE#.

returns, for example:

We would like to ask you to make a quote for inquiry INQ-101, supplement 0 for our project 'PROJ-1'.

We expect your quote to be received by 03-Mar-01.

PSW USR CHANGED - User Password Changed Notification

When creating an email template based on the type PSW USR CHANGED, the following tokens are available, with their replacement:

#FIRST_NAME# - The first name of the user.

#LAST_NAME# - The last name of the user.

#USER_CODE# - Employee name of the user specified on the A.10.23 Companies: Window 2 screen, Contacts tab folder

#PASSWORD# - Password in clear text.

Example:

Dear #FIRST_NAME# #LAST_NAME#,

your password is changed. Your account name is <#USER_CODE#>, new password is <#PASSWORD#>

ADDENDUM ISSUE - Inquiry Addendum Issue

When creating an email template based on the type ADDENDUM ISSUE, the following tokens are available, with their replacement:

#ORDER_SEQ# - The addendum number (Add.No).

#INQ_CODE# - The inquiry number concerning the addendum.

#I_SUPP# - The supplement of the inquiry.

#TITLE# - The title of the addendum.

#DETAIL# - The detail text of the addendum.

#ISSUE_DATE# - The date when the addendum was issued.

The email template:

Addendum No #ORDER_SEQ# for inquiry #INQ_CODE# supplement #I_SUPP#

Add No: #ORDER_SEQ#

Title: #TITLE#

Detail: #DETAIL#

Suppl: #I_SUPP#

Issue Date: #ISSUE_DATE#

returns, for example:

Addendum No 13 for inquiry 1895 supplement 1

Add No: 13

Title: Addendum 13

Detail: ./.

Suppl: 1

Issue Date: 18-JAN-10

EXPEDITING - Vendor Progress Approval

When creating an email template for vendor progress approval based on the type EXPEDITING, the following tokens are available, with their replacement:

#PO_NUMBER# - Agreement number.

#R_CODE# - Name of the engineering requisition.

#POS# - Pos of the requisition line item.

#SUB_POS# - Subpos of the requisition line item.

#PROJ_ID# - Name of the project where the agreement was created.

The email template:

Vendor progress for order #PO_NUMBER# requisition #R_CODE# of project #PROJ_ID#

The vendor progress of the following order / requisition is ready for approval:

Project:  #PROJ_ID#

Order:  #PO_NUMBER#

Requisition: #R_CODE#

Pos:  #POS#

Subpos:  #SUB_POS#

returns, for example:

Vendor progress for order PO_1, requisition REQ_1 of project RS

The vendor progress of the following order / requisition is ready for approval:

Project:  RS

Order:  PO_1

Requisition: REQ_1

Pos:  1

Subpos:  1

EXPEDITING - IRC Approval

When creating an email template for IRC approval based on the type EXPEDITING, the following tokens are available, with their replacement:

#PO_NUMBER# - Agreement number

#IRCT_NUMBER# - Name of the inspection release certificate (IRC)

#PROJ_ID# - Name of the project where the agreement was created

The email template:

Dear Expediter,

IRC #IRCT_NUMBER# for agreement #PO_NUMBER# in project #PROJ_ID# is ready for approval.

returns, for example:

Dear Expediter,

IRC IRC-1127-A for agreement 1127 in project RS is ready for approval.

IDENT SHORTAGE NOTIFICATION

When creating an email template based on the type IDENT SHORTAGE NOTIFICATION, no tokens are available. You can define only fixed text, for example:

Subject:

Shortage Notification

Body:

Dear user,

for following idents / warehouses the minimum on hand qty is not available:

FORECAST SHORTAGE MRR NOTIFICATION

When creating an email template based on the type FORECAST SHORTAGE MRR NOTIFICATION, the following tokens are available, with their replacement:

All parameters (tokens) cannot be used more than once.

Subject:

#PROJ_ID# - Project

#REVISION_ID# - MRR Revision

#MRR_NUMBER# - MRR Number

Body:

[Fsmn_Begin[

Master Section:

#MRR_NUMBER# - MRR Number

#REVISION_ID# - MRR Revision

#POSTED_DATE# - MRR posting date

#PROJ_ID# - Project

[Fsmn_Ident_Begin[

Ident Section:

#IDENT_CODE# - Ident Code

#SUM_RECV_QTY# - Total of received quantity

[Fsmn_Ivi_Begin[

Ivi Section:

#WH_CODE# - Warehouse Code

#LOC_CODE# - Location Code

#SMST_CODE# -

#IDENT_CODE2# - Ident Code

#RECV_QTY# - Receiving quantity

[Fsmn_Ivi_End[

[Fsmn_Ivpr_Begin[

Ivpr Section:

#FAH_CODE# - Forecast Run code

#RUN_NUMBER# - run number of the forecast run

#BOM_PATH# - BOM path of the list node

#LN_CODE# - list node code

#LP_POS# - BOM position

#FR_SHORT_QTY# - Forecast run shortage quantity

[Fsmn_Ivpr_End[

[Fsmn_Ident_End[

[Fsmn_End[

The email template:

Subject:

FSMN MRR: #MRR_NUMBER#, Rev: #REVISION_ID#, Project: #PROJ_ID#

Body:

Dear Sir or Madam,

following Forecast Shortage Material was received:

[Fsmn_Begin[

MRR Number: #MRR_NUMBER# Revision: #REVISION_ID# Posted Date: #POSTED_DATE# Project: #PROJ_ID#

[Fsmn_Ident_Begin[

----------------------------------------------------------------------------------------

Ident:

Ident Code: #IDENT_CODE# Sum Received Qty: #SUM_RECV_QTY#

[Fsmn_Ivi_Begin[

Ident Code: #IDENT_CODE2# Received Qty: #RECV_QTY# Warehouse: #WH_CODE# Location: #LOC_CODE# Status: #SMST_CODE#

[Fsmn_Ivi_End[

[Fsmn_Ivpr_Begin[

Reservation:

Forecast Code: #FAH_CODE# Run Number: #RUN_NUMBER#

BOM Path: #BOM_PATH# List Node: #LN_CODE# List Position: #LP_POS# Forecast Shortage Qty: #FR_SHORT_QTY#

[Fsmn_Ivpr_End[

[Fsmn_Ident_End[

This E-Mail has been generated automatically. Please do not reply.

[Fsmn_End[

Example of the resulting email:

Dear Sir or Madam,

following Forecast Shortage Material was received:

MRR Number: ASW-0159 Revision: 0 Posted Date: Project: ASWSITE

----------------------------------------------------------------------------------------

Ident:

Ident Code: C32VXF Sum Received Qty: 50

Ident Code: C32VXF Received Qty: 50 Warehouse: MW-WH1 Location: MW1 Status: OK

Reservation:

Forecast Code: FR-FSMN-TEST Run Number: 4

BOM Path: /MATTHIAS/B-45241_2 List Node: B-45241_2 List Position: 15 Forecast Shortage Qty: 50

This E-Mail has been generated automatically. Please do not reply.