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Automating processes

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On this page, we explain the basic settings that you should carry out in your plentymarkets system in order to automate processes. We recommend carrying out these settings before starting productive work with your system. Your plentymarkets system then completes these automatic processes in the background.
In general, plentymarkets offers you 4 different methods of automating your work flows:

  • Automatically sending email templates

  • Event procedures

  • Procedure manager

  • Processes

1. Automatically sending email templates

In the step basic settings, you learned how to set up the email templates for automatically sending email templates.
Now, use the menu * System » System settings » Client (store) » Select client » Email » Automatic* to select which email template should be sent in specific situations. Some options, such as sending the email template Online store: Incoming order when receiving a new order via your online store are already preset in this menu. Check these settings and adjust them where necessary. To do so, proceed as described below.

Setting up automatic emails:

  1. Go to System » System settings » Client » Select client » Email » Automatic.

  2. From the drop-down list next to the respective event, select an email template that should be sent automatically as soon as the event takes place.

  3. Select the option do not send if no email template should be sent.

  4. Save the settings.

Have you set up the email template correctly?

In the System » System settings » Client » Select client » Email » Automatic, you should only select email templates that you have edited and completed with your individual data.

2. Setting up event procedures

Your daily business as a seller involves plenty of routine tasks. Order processing in particular is a complex process that requires you to act systematically. plentymarkets offers you the so-called event procedures that allow you to automate such routine tasks.

The principle behind the event procedures consists of 3 steps. First, you select an event that triggers the procedure. You can use several filter settings to set up specific conditions for this event. The third step consists of selecting concrete procedures that should be carried out by the system as soon as the event takes place. The system will automatically carry out the defined procedure whenever this event occurs in the future.

The following 2 event procedures have proven to be of value in the daily businesses of many plentymarkets sellers. We recommend that you automate sending your invoices in your plentymarkets system according to the first event procedure.

The first event procedure automatically generates the invoice document as soon as outgoing items have been booked for the corresponding order. Set up the event procedure according to the information provided in Table 1.

Setting up the document template

To make sure that the event procedure described below functions correctly, you need to finish setting up the template for the invoice document beforehand. An instruction is provided on the order documents page of the manual.

Setting up an event procedure
  1. Go to System » System settings » Orders » Events.

  2. Click on Add event procedure.
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 1.

  5. Save the settings.

  6. Carry out the settings according to the information provided in Table 1.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 1. Setting up the event procedure “Generating an invoice”
Setting Option Selection

Event

Order change > Outgoing items booked

Filter 1

Order > Order type

Order

Procedure 1

Documents > Generate invoice

If needed, activate the options Payment due or Early payment discount or enter a comment that will be displayed on the generated invoice.

After generating the invoice, you can automatically send it to your customers as an email attachment using another event procedure. Set up this second event procedure according to the information provided in Table 2.

Setting up an event procedure
  1. Go to System » System settings » Orders » Events.

  2. Click on Add event procedure.
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 2.

  5. Save the settings.

  6. Carry out the settings according to Table 2.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 2. Setting up the event procedure “Sending invoices to customers”
Setting Option Selection

Event

Documents > Invoice generated

Filter 1

Order > Order type

Order

Procedure 1

Customer > Send email

Use the plus icon to select the email template Order: Invoice PDF attachment for the Customer. This way, the invoice document is sent as an email attachment in PDF format.

Event procedures offer numerous further possibilities of automating your plentymarkets system. To learn more about the function of event procedures and gain insight into more practical examples, pay attention to the links at the end of this page.

3. Using the procedure manager

Similar to the event procedures, the procedure manager can be used to carry out automatic procedures as soon as selected events take place. However, the procedure manager offers you the additional possibility to carry out the procedures automatically at a fixed point in time each day. Thus, the procedure manager is ideal to manage processes that should take place at regular intervals.
Pay attention to the links at the end of this page in order to obtain more information about setting up and using the procedure manager.

4. Using processes

Processes are yet another tool that you can use to automate processes in your plentymarkets system. Setting up processes is recommended for example when order documents should not only be generated, but also printed automatically. You can only use processes if you have installed the plentyBase tool. Using processes is aimed at advanced plentymarkets users. Processes are therefore not further explained in the quick start.
Pay attention to the links at the end of this page in order to obtain more information about setting up processes.

5. Check list

Work through the checklist in order to review your settings for automating processes.

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