How to Use Automatic Email

Aptora Mobile II – Auto Email – Usage is a continuation of Aptora Mobile II – Auto Email – Part 1 of 2: Setup. Please refer to this prior to reading.

Reminder Email

Reminders are sent every day of the week at 12:00 PM (noon) server time (the time zone of the server that has AMII installed on it) for work orders scheduled the following day. They are sent once per day. This is an automated process. There is no way to resend the reminders manually.

When a email reminder is sent, the work order Confirmation Status is changed to ā€œConfirmation Sentā€ on the Schedule Board.

Confirmation Sent
Confirmation Sent on the Schedule Board

Confirmation Email

The technician will first choose their “work orders” then select the work order they’re scheduled to complete next. Once in the work order, the technician clicks the “En Route” button.

En Route Button
En Route Button

The technician will be prompted to begin a working timesheet. The technician will click Yes.

En Route Timesheet
En Route Timesheet

Confirmation that the time sheet has begun. After this notification clears, the screen will transition to the Automated Email Screen.

Started Time Sheet
Started Time Sheet

Click Send to deliver the email to the customer’s email address on file. There is also the option to not send the email. Click ‘Don’t Send’ to move to the work order screen.

Aptora Mobile II - Auto Email - Usage - En Route Email
Aptora Mobile II – Auto Email – Usage – En Route Email

Thank You Email

After the technician arrives at the work order location and the En Route email has been delivered, the technician will push the button to being Working timesheet.

Working Button
Working Button

 

The technician will be prompted to begin a working timesheet. The technician will click Yes.

Working Time Sheet
Working Time Sheet

 

When finished, the technician will click Stop. They will be prompted to complete the work order.

Stop Working Timesheet
Stop Working Timesheet

 

If Yes, click it. The Thank You email screen will appear. Click Send in the upper right corner to email to the customer.

Aptora Mobile II - Auto Email - Usage - Thank You Email
Aptora Mobile II – Auto Email – Usage – Thank You Email

Tips

  1. If you would like to include images in your email, such as the image of the technician, be sure to go into Total Office Manager and click Lists |Ā Employees.
    1. Then, choose the employee you want, right click and go into edit, thenĀ  click Menu | Image to assign an image to your employees.
  2. For a reminder to be sent, the work order must have a Status of ā€œScheduledā€ and a Confirmation Status of ā€œNoneā€.
  3. For Multi-Day work orders, a reminder based on the Parent work order Start Date. The reminder will use the parentā€™s email and Auto Contact Method setting.
  4. Merge fields are used by adding place holders. These are numbers inside of brackets. For example, [21] is Work Order Scheduled Date. There are about thirty different merge fields to select from. When the message is sent, the placeholder will be replaced with actual data. The reminder will be completely customized to the work order and the technician assigned to it.
  5. The Outbound Email Reminder is used for all AMII users. Each user does not have their own reminder. There is nothing to set up for each mobile user.
  6. You cannot use auto texting and auto email options at the same time. The system uses whichever is selected on the Automated Contact Method (can be set to Text, Email, or Do Not Contact). This setting is found on the Customer:Job | Address Info tab.
  7. Limited to One Company File: The system may only be used for one database (Company File). If you have two or more Company Files setup in Aptora Mobile II, the system will use the first Company on the list.

Related Content

Automated Email – Setup

https://www.aptora.com/help/work-orders/