How to create multiple text-only order Confirmations

Handling confirmation (Glossary)
FBO One sends handling confirmation messages as PDF documents by email to the operator. You can setup the body text of the email message that accompanies the PDF document in the email settings screen. It is also possible to send a text-only version of the handling confirmation, without the PDF attachment. You setup the text-only confirmation here.

It is also possible to automatically attach backup documentation to the handling confirmation email message. Examples of this are a flight chart of the airport, or the FBO price list. It is even possible to send information regarding particular third party services. For example, information about the hotel that was arranged for the crew, and how to reach it.

The manual page Handling Confirmation Text Only outlines how a default confirmation message can be created. In this article we outline how to create different text only email message templates. This way, you can offer your users the option to send different types of confirmation messages. For example, an English and a Spanish language version. The tailoring of these email messages is done through the use of the 'Configuration string' fields within the workflow transitions.

Scenario 1:

The text-only email sent to clients when handling is being re-confirmed needs to be different to the standard handling confirmation text.

Step-by-step Guide:

  1. Go to Administration > Workflows > Order workflows
  2. Select the correct 'Order Workflow' - In this case 'Handling Order (KHOU)'
  3. Select the correct 'Workflow state' -  In this case 'Confirmed'
  4. Under 'Workflow state transitions' select the required transition, then use the 'edit' button to begin - in this example we want to go from 'Confirmed' and remain in the 'Confirmed' state by clicking on the button '(Re)Confirm Handling'   

By clicking on the 'Edit' button, the selected 'workflow state transition' opens as shown below:

 

In the 'Configuration string' field, one or both of the following commands should be added:

  • To Change the Email Subject when using the 'Re-confirm' button: Subject="Your Subject Here"
  • To Change the Email body when using the 'Re-confirm'button: Body="Email Body Here''

Note:

  • If modifying both the Subject and Email body, use a semi-colon ( ; ) followed by a space to separate the two
  • Both the Subject and Body texts should be surrounded speech marks to begin and end the text ('') 

In this example, both the Subject and some of the text has been modified to reflect that this is a revised confirmation. The Subject and body can contain Email template variables as is the case in the below example.

You can also see the use of the Subject=""" and Body=" commands in the below example, each being separated with a semi-colon and a space.

 

The end of the email body is marked again with speech marks. Use the 'Save' button to save the new template

Now, when returning to the front office and using the '(Re)confirm' button on a Handling Order, the following template will display

The email received by the client displays as follows

 

Scenario 2:

The OTC Confirmation text and Subject should be different to that of a full Aircraft Handling confirmation

Step-by-step Guide:

  1. Go to Administration > Workflows > Order workflows
  2. Select the correct 'Order Workflow' - In this case 'OTC Order (KHOU)'
  3. Select the correct 'Workflow state' -  In this case 'Requested'
  4. Under 'Workflow state transitions' select the required transition, then use the 'edit' button to begin - in this example we want to go from 'Requested' to 'Confirmed' state by clicking on the button 'Confirm Request'

   

Use the 'Edit' button to open up the 'workflow state transition'

Create your template text remembering to use the Subject="Your Subject Here" andBody="Email Body Here'' commands as seen above.

Now, when you return to the front office and confirm an OTC order the new template will display as follows:

 

The email received by the client will present as follows:

You can now apply the same method to create the OTC Cancellation version of the email, adding a template text to any workflow state transition which allows the user to cancel an OTC Order. You could use the same text as is used to confirm, modifying the Subject and Email body accordingly.