{"id":9483,"date":"2023-03-09T09:10:27","date_gmt":"2023-03-09T08:10:27","guid":{"rendered":"https:\/\/support.serviceprotokoll.se\/?post_type=ht_kb&p=9483"},"modified":"2026-02-26T15:53:01","modified_gmt":"2026-02-26T14:53:01","slug":"email-and-text-messages","status":"publish","type":"ht_kb","link":"https:\/\/support.serviceprotokoll.se\/en\/kb\/email-and-text-messages\/","title":{"rendered":"Email and text messages"},"content":{"rendered":"\n

Serviceprotocol.com contains several ways to send messages to customers \u2013 booking confirmation, order confirmation, protocol, messages to and from customers directly in an order, etc. as well as messages within your group.<\/p>\n\n

First we present e-mail functions to<\/strong> your customers, the more internal e-mails and notifications.<\/a><\/p>\n\n

General information<\/h4>\n\n

If you want to send a message to several people<\/strong> at the same time, write the addresses with a comma between them but without spaces. Example: name.name@mail.com,name2.name@mail.com<\/p>\n\n

Information about\u00a0when<\/strong>,\u00a0to whom<\/strong>\u00a0and\u00a0who sent the message<\/strong>\u00a0is displayed at the top (E-mail sent:) of the detail view of a Quote, Work Order or Service Protocol<\/p>\n\n

If 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

Regarding SMS (text messages)<\/h5>\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’s 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

Use own mail server – SMTP<\/h4>\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

Choose who to send to<\/h4>\n\n

If there is a contact person on the order<\/strong>, it is displayed directly in the address field.<\/p>\n\n

To select an additional or different email address\/contact person you want to send to, place the cursor in the ADDRESS field.<\/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

Attach files to mailings<\/h4>\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.<\/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

Change to your logo in emails<\/h4>\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

G\u00f6r s\u00e5 h\u00e4r:<\/p>\n\n

    \n
  1. Go to Group settings<\/em><\/li>\n\n\n\n
  2. Click on Email settings<\/em><\/li>\n\n\n\n
  3. Mark \u201cShow group logo\u201d<\/li>\n\n\n\n
  4. Save<\/li>\n<\/ol>\n\n

    E-mail\/SMS <\/strong>(found at the bottom of an order)<\/h4>\n\n

    At the bottom of an order page you will find the link Email\/SMS.<\/strong> It can contain slightly different possibilities depending on what kind of order it is and what the order contains.<\/p>\n\n

    P\u00e5 ett Serviceprotokoll har du endast en variant – Eposta protokoll.<\/strong><\/p>\n\n