Email Notifications

What are Email Notifications in TraceGains?

Emailing suppliers manually or automatically requires a bit of system configuration first. This article will walk you through creating new email templates, groups, and profiles.

In other words, this article contains instructions for Step 3 in the image below. The image represents the overall configuration process, in the necessary order. 

Create an Email Template

An email template is a reusable layout for a distinct type of message, plus any attachments that typically go with it.

Step 1: Hover over the configuration icon and select 'Email Templates'.

Step 2: Click 'Add Email Template' and choose between 'Configuration Library' and 'Create New.' 

Step 3: Enter required info (Name, Group, Subject), and Description (optional). In the body, add a header, standard greeting, and Email Variables, if desired. An Email Variable in plaintext appears as ##Supplier Name##, for example, and it will be automatically filled in from your existing data when the email is sent. Then write any standardized parts of the message body, format it, and add any necessary attachments.

Step 4: Click 'Save'.

Create an Email Group

This group is a list of recipients that this type of email usually goes to.

Step 1: Hover over the Configuration Icon and select 'Email Groups'.

Step 2: Click 'New'.

Step 3: Assign a name to the new Email Group. Select recipient personnel by using the checkboxes and adding email addresses.

Step 4: Click 'Save'.

Create an Email Profile

The Profile combines your Email Template and Email Group into an object that can be applied with one click, instead of having to create all these pieces every time you want to send a routinely-posted email or eNotification.

Step 1: Hover over the Configuration icon and select 'Email Profiles'. Select 'New'. 

Step 2: Assign the profile a name and a group. Assign the Email Group & Email Template that you just created in the steps above by selecting them from the drop-down options.

Step 3: Toggle 'Allow eBlast?' (lower right on the page) if you would like to be able to send this group email (eBlast) manually.

Step 4: Click 'Save'.

In your system, you’ll already have Email Profiles created that you can use to eBlast suppliers. The common ones you’ll be using are Supplier Onboarding, Supplier Documents, and Item Documents:

• Supplier Onboarding- This Profile can be used to eBlast suppliers to let them know that you are now using TraceGains to collect documentation. You may choose to send this eBlast when you first go live with TraceGains or use it later, as you add new suppliers to your system.
• Supplier Documents- This Profile requests documents from the supplier related to the supplier-company itself, such as Audits, Insurance, etc. It should only be sent to the suppliers found in your Suppliers tab.
• Item Documents- This Profile requests documents from the supplier related to the items they provide, such as Allergens, Ingredients, etc. It should only be sent to the suppliers found in your Items Supplied tab.