There are 4 different places where you can add a PDF/HTML act email recipient:
The recipient for the Customer (the place might be different due to settings):
You can add an email address in the Customer editing/creation windows. The completed work order act will be sent every time work order is completed in any of this customer's objects.
Important:
An additional setting should also be turned on in the Email report settings:
The recipient for a specific Work order Type:
Just add an email address next-to a work order type and the PDF/HTML act will be sent every time work order with such type is completed.
In the application, before collecting customer's signature, you can add one or multiple email addresses for the Customer's contact person. The PDF/HTML act will be sent to this email address.
Add an email to List of additional recipients (BEST for additional administrator recipient) Email report settings > Send completed or approved work order report > List of additional recipients.
Common Issues and Troubleshooting Tips
Recipient Not Receiving Emails:
Check if the recipient's email address was included when closing the work order.
Confirm that the "send reports/acts" option is enabled for the specific work order type.
Emails Not Sent for Specific Work Order Types:
Ensure that the email sending feature is activated in the settings for that particular work order type.
NOTE: You can check the list of recipients of the act in the detailed view of each completed work order:
Best Practices for Managing Email Settings
Regularly review and update email recipient lists to ensure accuracy.
Verify that all necessary settings, such as the "send reports/acts" option, are enabled for each work order type.
Test email delivery periodically to identify and resolve any configuration issues early.
