Setting Up Basics
Work Orders
Set up Work Order Email Messages
For Completion and Proposal
Completion Email Overview
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When a Work Order is marked as complete, a "Framing Ready for Pick-Up" email message can be sent to the customer as a courtesy pickup request/notification.
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The message is composed automatically using the information on the work orders: name, description, sales rep, etc.
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Use this screen to customize your message by adding days & hours you are open, tag line, sales promo, etc.
Tip: This is a great reason to get email addresses from customers. You can save paper and their time at the design counter by offering to email the proposal or quote to them. Yet another service you can offer to your customers.
Proposal Email Overview
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When you have created an Estimate for a customer, you can send them a PDF of the proposal with a personalized email message containing basic information about the design you have created for their art.
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The message is composed automatically using the information on the Work Order: name, description, sales rep, etc. You can customize this message with a personal comment, e.g. "This treasured photo should be preserved for your family and we specialize in archival framing."
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Start turning more of your quotes into sales by reminding customers about the great design you created just for them.
Tip: This is a great reason to get email addresses from customers. You can save paper and their time at the design counter by offering to email the proposal or quote to them. Yet another service you can offer to your customers.
How to Edit the Email Message
Important: If you are using FileMaker Server, then you must make these changes on the server computer after stopping the FileMaker Server software.
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Open either the Completion Email or Proposal Email tab.
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Click your cursor into the Subject or Body field.
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Position the cursor to the precise position you wish to insert a merge field.
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Choose a merge field button, e.g. First Name, and observe that <FirstName> was inserted into the text. This is the mail merge code that FrameReady will use to build the custom message.
Default Completion Message
Subject: Framing order is ready for pickup
Body:
Hi <First Name>
We are pleased to inform you that your framing of <Description> has been completed and can be picked up during our regular hours: <Your Business Hours>.
Thank you for choosing <Your Business Name> as your custom picture framer. We look forward to seeing you soon.
Sincerely,
<Order Taken By>
<Your Business Name>
<Your Business Address>
<Your Business Phone>
<Your Business Hours>
Default Proposal Message
Subject: Proposal for <Description>
Body:
Hi <First Name>,
Attached is the proposal for <Description> which can be completed by <Due Date>. I would be happy to answer any questions you may have during our regular hours of operation: <Your Business Hours>.
Please contact me by email or phone to go ahead with this custom design created just for you.
Thank you,
<Order Taken By>
<Your Business Name>
<Your Business Address>
<Your Business Phone>
How to Use Mail Merge Fields
Caution: It is recommended that you use the field buttons to insert the merge codes as this reduces typo errors.
To remove an inserted merge code, position the cursor and use the Backspace or Delete keys to remove the code (be sure to also remove the < and > brackets)
Email Merge Fields
Company: Inserts the contents of the Company field from the Contact file.
First Name, Last Name: Inserts the contents of the Last Name field from the Contact file. Remember to enter a space between the first and last name fields in the email message.
Work Order # (Completion Email only): Enters the number of the Work Order from the Work Order file.
Job Number (Proposal Email only): Inserts Job Number (instead of Work Order #).
Order Date: Enters the date the Work Order was created as shown on the Order tab.
Due Date: Enters the Due Date field from the Order tab in the Work Order file.
Completion Date (Completion Email only): Enters the date, from the shop tab of the Work Order file.
Description: Enters the title of the art or description of the piece as it appears on the Work Order screen.
Order Taken By: Enters the name of the sale rep which appears in the Order Taken By field on the current order.
Order Designed By: Enters the name which appears in the Designed By field on the Work Order.
Order Quantity: Enters the number in the bright yellow quantity field of the Work Order.
Order Total: Enters the total amount of the framing order including taxes and discounts. Does not reflect any payments.
Your Business Name: Inserts the Business Name as set in Setup Data > Info tab.
Your Business Address: Inserts the Business Address as set in Setup Data > Info tab.
Your Business Phone: Inserts the Business Phone as set in Setup Data > Info tab.
Your Business Hours: Inserts the Business Hours as set in Setup Data > Operations tab.
