How to set up automatic emails

Table of contents

Introduction

The Ongoing Warehouse Management System can be configured to send emails automatically for various events. Below are the types of automatic mails which can be set up by the administrator of the system. If you have other ideas for automatic mails, please contact Ongoing Warehouse.

Adding an automatic email

Setting up an automatic email always follows the same procedure:

  1. Go to Settings ⇒ Integration ⇒ Integrations.
  2. Select the type of email you want to set up. You will now be presented with a form to fill out.
  3. Fill in email addresses. If you need to send the email to more than one person, separate the addresses with a comma.
  4. If required, select the goods owner.
  5. Click Create.

For example, to create an email which warns the goods owner when stock balances fall below a certain level, you would fill out the form like so:

The different types of emails

Mail when stock balance falls below a set value

Some goods owners want to be notified when the stock balance for an article falls below a certain level. This is known variously as a:

The email called Mail when stock balance falls below a set value will be sent once a day and will include all articles whose stock balances are below their stock limit.

To input the minimum stock level for an article, go to Warehouse ⇒ Articles and select an article. Input the minimum stock level in the field called Stock limit:

Repeat this for each article which you want to be included in the notification.

Mail when stock balance (in any warehouse) falls below a set value

This email works much like the above Automatic mail when stock balance falls below a set value. The difference is that this email will check each warehouse in the system separately.

As an example, say you have two warehouses (W1 and W2) and an article whose stock limit is 130 pieces. If the stock balance for this article is:

Then:

Daily mail with all stock balances for a particular goods owner

This email contains a list of all stock balances for a particular goods owner.

Mail with all returned goods for a particular goods owner

This email contains a list of all goods which have been returned by customers. This assumes that the returns are processed using the WMS' return function. If there haven't been any returns, then no mail will be sent.

Mail when goods are about to expire

When you receive goods into the system, it is possible to also record the expiration date of the goods. This integration will send a warning email whenever there are goods in the system which will expire within a set number of days (say, 60 days). You can choose how many days before expiration you want the mail. The mail is sent daily. If there are no goods which are about to expire, then no mail is sent.

Mail with all articles that need their default location replenished for a particular goods owner

In the Ongoing WMS article registry, you may define a default picking location for an article. You may also define the minimum number of items which the default location should contain. This integration will send a warning email if the actual number of items on an article's default location falls below the minimum level. The mail is sent daily. If there are no articles which fall below the minimum, then no mail is sent.

Mail with all cancelled orders for a particular goods owner

This integration will send an email with all orders which have been cancelled. The mail is sent once per day, if any orders have been cancelled.

Mail with all "Not Ok" orders for a particular goods owner

This integration will send an email with all orders which are marked as "Not Ok", that is, all orders which are not pickable. The mail is sent once per day.

Mail with inventory adjustments owner

This integration will send an email whenever inventory adjustments have been made within the last 24 h