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From FBO One version 3595 and newer it is possible to automatically send out a third party order cancellation email message to the supplier when a third party service has to be cancelled.

An example of what the cancellation email and PDF file could look like is found below.

 


How to set up the CancelThirdPartyService action screen:

Go to Administration -> Service workflows, and select the third party service workflow.

'Edit' the workflow state transition for which you want to add the CancelThirdPartyService action screen and select it in the screen that appears.

It is also possible to send out the cancellation email without the supply order cancellation PDF file attached. To set this up you must use the 'CancelThirdPartyServiceTextOnly' action screen instead of the 'CancelThirdPartyService' action screen.

List of available settings:

  • ShowServiceInternalRemarks (default value = false). It can be used to show a text box for entering service internal remarks when moving the service to the next workflow stage. These remarks are visible only in FBO One screens without being sent to clients. 

  • ShowServiceExternalRemarks (default value = false). It can be used to show a text box for entering service internal remarks when moving the service to the next workflow stage. These remarks are meant for the customers.

Some service transition actions may already contain the internal and external remarks, without the two settings being specified, as these were frequently used fields for those particular transition actions, eg: CancelThirdPartyService. In order to not display any of the remarks fields set the setting to false.

The 2 remarks settings can also be set on transition states that do not have any transition action specified.

  • OnCancelSetQuantityToZero (default value = true). Possible values: "true", "false", "hide", Use this setting if you need the quantity of a service to be automatically set to zero when cancelling the service. 
  • OnCancelAddExternalRemark (default value = "*Cancelled*"). Possible value: any text that you would like to share with the client regarding cancelling this service. To hide the setting use OnCancelAddExternalRemark=""


How to adjust the cancellation email content:

The email body text and subject from the email that is sent out by FBO One can be adjusted to your own needs via the following settings (Administration -> FBO locations -> FBO location settings):

SupplyOrderCancellationEmailSubject: By editing this setting you can adjust what the email subject sent out to the third party supplier will look like. An example can be found below.

SupplyOrderCancellationEmailBody: You can adjust the email body by editing this setting. The variable ~Supplyorderdetails~ will automatically import all details of the original supply order template in the email body. An example can be found below.

See the result below:


How to adjust the supply order cancellation PDF content:

Attached to the cancellation email is the supply order cancellation PDF file. The PDF file will contain the same information as the original supply order PDF file, but now with an adjustable header and text box on top. These can both be adjusted via the following settings (Administration -> FBO locations -> FBO location settings):

SupplyOrderCancellation-HeaderText: This text will be displayed in large red letters on top of the supply order cancellation PDF file.

SupplyOrderCancellation-HeaderInformation: The text set here will be displayed below the SupplyOrderCancellation-HeaderText in a smaller font and can contain additional information.

See the result below:


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