General information<\/h3>\n\nHow do I know if I sent it?<\/h4>\n\n
Information about\u00a0when<\/strong>,\u00a0to whom<\/strong>\u00a0and\u00a0who sent the message<\/strong> is displayed at the top (E-mail sent:) of the detail view of a Quote, Work Order or Service Protocol.<\/p>\n\n f a change<\/strong> has been made to the order, the information about the sent e-mail or booking will be highlighted in red<\/strong>. Consider sending an email with the updated order.<\/p>\n\n Replace the service protocol logo with your company logo in all e-mails. The logo that is sent is the one you uploaded in Group settings.<\/em><\/p>\n\n Admin permissions are required.<\/p>\n\n Do this:<\/p>\n\n The message comes from a “noreply” address, but the email address (username) of the person who sent the protocol, confirmation or message is also included. The recipient can always reply to the email and it will then go to the person who sent the message.<\/p>\n\n The text message sending service is only available for users in Sweden and not included in our standard license or Demo accounts and is charged extra per SMS sent.\u00a0 This applies to both SMS to customers and to technicians (such as reminders and information about changed orders, etc.). You will be charged for the previous period\u2019s messages. Each message (max 152 characters) costs 0.50 SKR. All messages are listed in the Message Log<\/a>. The service can be activated\/deactivated per user. Read more about that under Change how notifications are sent to you.<\/a><\/p>\n\n Contact one of our sales representatives <\/a>for more information and agreement.<\/p>\n\n The maximum number<\/strong> of characters in an message is 152. If the message is longer, it will be sent as multiple messages. Keep in mind that an emoji<\/strong> takes up extra space and only gives you 70 characters for the message.<\/p>\n\n Mobile numbers<\/strong> for text messages are always entered with +country code and without the 0 in the number. Ex: +46705123456<\/p>\n\n You set the sender name<\/strong> for SMS under Module settings \u2013 Email settings<\/em>. The name can contain a maximum of 11 characters including spaces. This is a limitation of the SMS function and something we cannot influence.<\/p>\n\n If you want to use your own mail server for your mailings, go to Group settings \u2013 Email settings<\/em> and fill in settings for your SMTP. You need to obtain information about SMTP settings (server and port) from your email provider. You may need permission from your provider to use SMTP.<\/p>\n\n We are not able to provide support when using own SMTP. If you have any problems, please contact your email provider.<\/p>\n\n At the bottom of an order page you will find the Email\/SMS<\/strong> link. It may contain slightly different options depending on the type of order, what the order contains and what settings you have made for the function.<\/p>\n\n This is what the popup looks like when I have chosen to send a service report and no special settings have been made:<\/p>\n\n With some settings it will instead be like this:<\/p>\n\n If there is a contact person on the order, it will be displayed directly in the address field. Otherwise, place the cursor in the Address field to select more. If there are contact persons at the facility or customer, they will be listed. You can also enter an email address. If you want to send to more than one person, you can enter them with a ; (semicolon) between each address. No spaces between the address and the semicolon. For example, name.name@epost.se;name.name@epost.se.<\/p>\n\n When you have selected a contact, it will be filled in under the contact field so you can easily see who you have chosen to send to and can easily delete a contact.<\/p>\n\n The list is sorted alphabetically by first name. After each name is indicated which facility the contact is at. The billing address is also included in the list if this is specified on the customer.<\/p>\n\n The file name always contains the order number. The file name can be changed manually in the popup if necessary. However, keep in mind that a changed file name is not saved anywhere!<\/p>\n\n You can also influence the file name by selecting one or more of these in Service Protocol Settings – Mail Settings:<\/em><\/p>\n\n Select which print template the protocol should use. Read here how to create and select own print templates.<\/a><\/p>\n\n Under Group settings \u2013 E-mail settings<\/em>, you can choose to select \u201cInclude uploaded files when sending\u201d<\/em>. Then you can choose which files should be attached when you send the email. You can only select files that have the setting “Visible to customer”.<\/p>\n\n On a Service Protocol<\/em>, you must also have selected the \u201cShow images\u201d setting for this to work. You make the setting in Service protocol settings.<\/em><\/p>\n\n With this function, you can create your own mailings for sending protocols and order confirmations for Work Orders, Service orders<\/em> and Service Protocols<\/em> as well as order confirmations for Sales Orders<\/em>. The function is also available for Purchase orders<\/em> and Quotations<\/em>\u00a0by clicking the button Send e-mail.\u00a0<\/strong>See image 8.<\/p><\/p>\n\n This function adds sa footer with your address and other information and your logo if set in Group settings.<\/a><\/p>\n\n This step requires admin permission.<\/p>\n\n *These tags require a reservation on the order. Otherwise, the tags will be printed.<\/p>\n\n Do you want it to be sent with a signature that shows that it was you who sent the message?<\/p>\n\n Then you add an email signature in your account settings. This is then your personal signature and is automatically added after<\/strong> a message you have created as above. The signature will not<\/strong> be displayed unless you have selected one of your templates.<\/p>\n\n You can also use this function if you want to formulate a slightly longer e-mail message, send a survey, etc. You create the templates in the same way as above, but when you choose Email with template<\/strong> no document is attached.<\/p>\n\n When you click Ready for invoicing<\/em> on a work order, you will be asked if you want to send the work order as a pdf to the customer if you selected \u201cSend work order: Yes\u201d<\/em> on the contact person for the customer or facility.<\/p>\n\n Here is an example of the email that is sent. The text cannot be edited.<\/p>\n<\/div>\n\n\n\n Do you want to formulate your own text for sending a message linked to a work order? For example, notification that an ordered product is available for collection? The message can be sent as e-mail and\/or SMS.<\/p>\n\nThis is an extra service that we activate for you. Contact us <\/a>\u00a0if you gets an error message.\n\n Do this:<\/p>\n\nChange to your logo in emails<\/h4>\n\n
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Reply to …<\/h4>\n\n
Regarding SMS (text messages)<\/h5>\n\n
Use own mail server – SMTP<\/h4>\n\n
Email\/SMS (at the bottom of an order)<\/h3><\/h3>\n\n
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![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2025\/01\/PS_EN_send_email_choices.png\")
Settings make the Email popup look different<\/h4>\n\n
![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2026\/07\/Emailsettings_simple1.png\")
![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2026\/07\/Emailsettings_step3.png\")
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1. Choose who to send to<\/h4>\n\n
2. Choose what the file should be called<\/h4>\n\n
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3. Print templates<\/h4>\n\n
4. Attach files to mailings<\/h4>\n\n
![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2026\/07\/Emailsettings_step4.png\")
5. Create your own templates for emailing protocols and order confirmations<\/h4>\n\n
![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2026\/07\/PS_EN_Email_workorder_ready_invoice.png\")
Create templates<\/h5>\n\n
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Your default template is automatically selected when you click a link under Email\/SMS. If you want to use one of your other templates, you need to click X to bring up your other templates.\n\n
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![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2026\/07\/PS_EN_Emailsettings_defaulttemplate.png\")
Use these tags to get information into the template:<\/strong><\/h5><\/h5>\n\n
Tag<\/th> Gives this information<\/th><\/tr><\/thead> {company}<\/strong><\/td> Group\/ your company name<\/td><\/tr> {customer}<\/strong><\/td> Name of the customer<\/td><\/tr> {facility}<\/strong><\/td> {facility} = Facility name<\/td><\/tr> {address}<\/strong><\/td> {address} = Facility address, if none exists, visitor address is retrieved and if none of these exist, it takes the invoice address<\/td><\/tr> {futureBookings}<\/strong><\/td> List of futurer bookings (line separated)<\/td><\/tr> {orderRef}<\/strong><\/td> The text “Order number:” + order number is printed: Example “Order number: WO1699”<\/td><\/tr> {nextBooking}<\/strong>*<\/td> Next booking (as text)<\/td><\/tr> {nextBookingName}<\/strong>*<\/td> The name of the person performing the next booking<\/td><\/tr> {nextBookingDate}<\/strong>*<\/td> Date of next booking (e.g. Thursday, August 28)<\/td><\/tr> {nextBookingTime}<\/strong>*<\/td> Time interval (hours) for the next booking<\/td><\/tr> {facilityOrCustomer}<\/strong><\/td> FacilityName if exists, otherwise CustomerName<\/td><\/tr> {customerOrderNumber}<\/strong><\/td> Order number from customer. If number is not available, the text “missing” is printed.<\/td><\/tr> {contactName}<\/strong><\/td> Contact person’s name (default \u201cNN\u201d)<\/td><\/tr> {nextBookingEstimate}<\/strong><\/td> Either date+time or start\u2013end date depending on whether it is the same day. {serviceObjects}<\/strong><\/td> List of service objects, separated by , (comma)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n ![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2026\/07\/PS_Eposta_med_mall_eng.png\")
Email signature<\/h4>\n\n
![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2025\/12\/PS_EN_MyAccount_email_signature.png\")
![\"\"](\"https:\/\/support.serviceprotokoll.se\/wp-content\/uploads\/2025\/12\/PS_EN_email_signature_on_message.png\")
Email from template<\/h4>\n\n
Concerning work order<\/h3>\n\n
Send word order when Ready for invoicing<\/strong><\/h5><\/h4>\n\n
![\"\"](\"https:\/\/serviceprotokoll.se\/wp-content\/uploads\/2022\/07\/PS_skicka_ao_till_kund.png\")
<\/figure>\n\n![\"Choose](\"https:\/\/serviceprotokoll.se\/wp-content\/uploads\/2022\/08\/PS_kundkort_kontaktperson.png\")
![\"\"](\"https:\/\/serviceprotokoll.se\/wp-content\/uploads\/2022\/08\/PS_AO_epost_klar_fakturering.png\")
<\/figure>\n<\/div>\n<\/div>\n\nSend messages<\/h4>\n\n
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