The CancelThirdPartyService transition sends a cancellation email message to the supplier when a 3rd party service is to be cancelled. This transition screen is added within a Service Workflow.

See OrderThirdPartyService transition

Contents:

Transition properties

Name

CancelThirdPartyService

Workflow type

Service

Linked to

Product

Purpose

Sends a cancellation email message to the supplier to cancel the 3rd party service

Impacts

Service

Email out

Configuration string

Product settings

Email message settings

Report settings

NewUI CancelThirdPartyService transition screen

Classic CancelThirdPartyService transition screen

Product settings

See below for a list of relevant product settings found in the Add Product - add/edit screen ‘Third party services’ section.

Product setting

Description

Example

Is supplier's order number mandatory

Indicates if the free text ‘Supplier’s order number' field is a mandatory field to be filled in the transition.

Caption for supplier's order number

Free text to change the ‘Supplier’s order number’ field title text to a user defined text.

Send supply order by email

Indicates if the ‘Send supply order email’ checkbox is automatically set to true on opening the transition.

Note: Supply order is still sent if the checkbox is manually checked.

Is Supply Order Email in HTML Format

Indicates if the HTML editor is used for the Supply order contents field allowing for rich text formatting. If set to ‘False’ the supply order email out will contain no HTML formatting and show any HTML tags as plain text.

See How to setup and use the HTML text editor in Supply Orders for more information.

 

Use delivery date or service date as price reference date

Indicates if the ‘Delivery Date/Time’ field is mandatory for pricing.

Is Delivery Date Applicable

Indicates if the 'Delivery Date/Time' field is shown in the transition.

Show supplier pick-list

If no Suppliers are linked to the product, then ‘Supplier’ field with a drop down of all suppliers will show if product setting ‘Show supplier pick list’ is set. Otherwise no drop down is shown, with manual adding of supplier emails available.

Configuration string settings

The following ‘Configuration string' settings can be set on the transition in Service workflows.

All settings must be separated by a semi-colon ';'. If not specified the default settings apply.

Configuration string

Type

Default

Description

Example

Subject

String

Blank

Allows overriding the default Supply template email subject/SupplyOrderEmailSubject for this workflow transition.

Subject=Revised catering order ~RegistrationCode~ / ~OrderKey~

Body

String

Blank

Allows overriding the default Supply template email body/SupplyOrderEmailBody for this workflow transition.

Body=Dear supplier,
Please see below revised catering order:

....

Please confirm this service back to ~Reports-Email~

Many Thanks
~EmployeeDisplayName~;

ShowQuantity

Boolean

False

By default, the 'Quantity' field does not appear in the OrderThirdPartyService transition screen. To show the Quantity field, ensure the 'Configuration string' ShowQuantity=true is added to the Service Workflow along with the transition:

ShowQuantity=True

DefaultQuantity

Integer

1

The ShowQuantity=true configuration string may be combined with the configuration string DefaultQuantity=1 (change the number accordingly) to ensure the quantity is set to a particular number by default

DefaultQuantity=2

OnCancelSetQuantityToZero 

Boolean

False

Indicates if the service quantity should be set to 0 by default (checkbox ticked) when cancelling a service. Possible values:

  • True = 'Force quantity ‘***’ to 0' checkbox is automatically checked.

  • False = 'Force quantity ‘***’ to 0' checkbox is not checked by default.

  • Hide = 'Force quantity ‘***’ to 0' checkbox is hidden. Quantity must be manually changed to 0 if required.

OnCancelSetQuantityToZero=False;

 

OnCancelAddExternalRemark

String

*Cancelled*

Adds an external remark when the service is cancelled.

OnCancelAddExternalRemark=Cancelled with thanks;

ShowServiceInternalRemarks

Boolean

True

Indicates if the Internal Remarks field is shown in the transition (default is to hide).

ShowServiceInternalRemarks=true

ShowServiceExternalRemarks

Boolean

True

Indicates if the External Remarks field is shown in the transition (default is to show).

ShowServiceExternalRemarks=true

Email message settings

Each Email message setting can be overridden per FBO location, by adding the setting in the ‘FBO location settings' section. See Email Message Settings (Administration)

Email message setting

Default

Description

Example

SupplyOrderCancellationEmailSubject

Service Request Cancellation ~OrderDisplayName~ / ~AircraftRegistrationCode~

The email subject default for cancellation

See SupplyOrderCancellationEmailSubject / SupplyOrderCancellationEmailBody for more information.

SupplyOrderCancellationEmailBody

REF number: ~OrderKey~
ATTN: ~SupplierContactName~

<font size="4px"><font color="red"> <b>*** C A N C E L L A T I O N ***</b></font></font>

Dear Duty Manager,

Please note that our ~ProductCode~ request for <b>~RegistrationCode~</b> ~AircraftTypeShortName~ is cancelled

~Supplyorderdetails~

We thank you for your cooperation and look forward to our future collaboration.

Many thanks,

~EmployeeFirstName~
~Reports-Address1~
Phone: ~Reports-Phone~
Email: ~Reports-Email~
~Reports-Internet~

<font size="1.5px"> <i>Timestamp: ~CurrentDateTime~</i></font>

The email body default for cancellation.

See SupplyOrderCancellationEmailSubject / SupplyOrderCancellationEmailBody for more information.

Report settings

Each Report setting can be overridden per FBO location, by adding the setting in the ‘FBO location settings' section. See Report Settings (Settings)

Setting

Default

Description

Example

SupplyOrderCancellation-HeaderInformation

** Service request Cancelled **

Adds header information text below the header text to the Supply order cancellation PDF.

SupplyOrderCancellation-HeaderText

** CANCELLATION **

Adds header text to the Supply order cancellation PDF.

How to use

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: