# Email Notifications

Send professional emails from Freespace ERP using your company SMTP server — manually from sale documents or (when configured) automatically on document events. Includes rich message body, CC/BCC, document download links, and a company email signature.

On this page

Getting started
Overview Prerequisites Quick Start — Full Setup Manual Send from Documents Automatic Send on Status Change
Configuration
1. Email Provider (SMTP) 2. Email Template Template parameters 3. Transaction Configs 4. Recipient Rules
Reference
Compose Screen Fields Worked Examples Transaction History FAQ

Overview

Email notifications in Freespace ERP use the **Notification System** under **Settings**. Unlike the in-app **Notifications** inbox (bell icon), this sends real emails through your company's SMTP server. **Two ways to send email** | Mode | How it works | Best for | |------|--------------|----------| | **Manual Send** | User clicks **Send Email** on an approved sale document, reviews the compose screen, then sends. | One-off emails, custom To/CC/subject/body per send. | | **Automatic Send** | Email is queued when a document reaches a configured status (e.g. Approved) — no user action needed. | Routine notifications on approve, cancel, or secondary status change. | Both modes use the same SMTP provider, email templates, and delivery pipeline. You can use one or both — they require **separate Transaction Configs** (see below). **What you can do** | Capability | Description | |------------|-------------| | **Manual Send Email** | Send from **Sale Invoice**, **Sale Order**, **Sale Quotation**, and **Pro Forma Invoice** when status is **Approved**. | | **Automatic Send Email** | Send on status change (Approved, Cancelled, etc.) for any transaction type supported by Transaction Configs. | | **Compose before send** | Manual mode only — edit To, CC, BCC, Reply-To, subject, and body before sending. | | **Document links** | Include secure PDF download links in the email (not file attachments). | | **Email signature** | HTML signature from the email provider is appended automatically. | | **Per-company SMTP** | Each company configures its own mail server and sender details. | | **Test email** | Verify SMTP from the provider edit screen before go-live. | | **Delivery log** | Track sent, queued, and failed emails in **Transaction History**. | **What is not included yet** - PDF files attached directly to the email (links to download PDFs are supported instead). - Manual **Send Email** button from Purchase Order, Pay Run, and other document types (automatic email configs can still target those transaction types).

Prerequisites

Quick Start — Full Setup

Follow these steps once per company. Approximate time: 15–20 minutes.

Step 1 — Create Email Provider

Go to Settings → Notification System → Providers → New. | Field | Example value | |-------|---------------| | Name | Company Sales Mail | | Provider Type | Email | | SMTP Host | smtp.gmail.com | | SMTP Port | 587 | | Username | sales@yourcompany.com | | Password | *(app password or SMTP password)* | | Encryption | TLS | | From Email | sales@yourcompany.com | | From Name | Your Company Pvt Ltd | | Reply-To | sales@yourcompany.com | | Email Signature | *(optional HTML — see provider setup below)* | | Test Email To | your.name@yourcompany.com | Click Send Test on the Test Email To field to verify SMTP. Save the provider.

Step 2 — Create Email Template

Go to Settings → Notification System → Templates → New. | Field | Example value | |-------|---------------| | Provider Type | Email | | Name | Sale Invoice Email | | Channel | Email | | Email Subject | Invoice {{billNumber}} from Our Company | | Email Body | Dear {{customerName}},<br><br>Please find your invoice {{billNumber}} dated {{billDate}} for {{total}}.<br><br>Thank you. | | Include Document Links | ✓ (checked) | Template Parameters (add one row per placeholder used in subject/body): | Parameter Name | Field Path | Data Type | Order | |----------------|------------|-----------|-------| | billNumber | billNumber | String | 1 | | customerName | customer.name | String | 2 | | billDate | date | Date | 3 | | total | total | Currency | 4 |

Parameter Name is what you type in {{braces}} in the subject and body. Field Path is where the API reads the value from the document — see Template parameters.

Save the template.

Step 3 — Create Transaction Config

Go to Settings → Notification System → Transaction Configs → New. Choose **manual** or **automatic** setup (or create both as separate configs):

Option A — Manual Send (for the Send Email button)

| Field | Example value | |-------|---------------| | Use for Manual Send | ✓ (checked) | | Transaction Type | Sale Invoice | | Channel | Email | | Default Provider | Company Sales Mail | | Notification Template | Sale Invoice Email | When Use for Manual Send is checked, status, delay, conditions, and fallback fields are hidden.

Option B — Automatic Send (on approve, no user action)

| Field | Example value | |-------|---------------| | Use for Manual Send | *(unchecked)* | | Transaction Type | Sale Invoice | | Transaction Status | Approved | | Channel | Email | | Default Provider | Company Sales Mail | | Notification Template | Sale Invoice Email | | Default Recipient Rule | Customer Email *(see Step 4)* | | Delay (minutes) | 5 *(optional — wait before sending)* | Save the config. For manual send, repeat for **Sale Order**, **Sale Quotation**, and **Pro Forma Invoice** if needed (one manual config per transaction type + email channel).

Step 4 — Recipient Rule (automatic send only)

If you chose automatic send, create a recipient rule so the system knows who to email: Go to Settings → Notification System → Recipient Rules → New. | Step | Step Type | Recipient Type | Recipient ID Field Path | |------|-----------|----------------|-------------------------| | 1 | resolve | Customer | customerId | Link this rule as Default Recipient Rule on the automatic Transaction Config. Skip this step for manual send — the user sets To on the compose screen.

Step 5 — Send or trigger

  1. Open an Approved Sale Invoice.
  2. Click Send Email on the toolbar.
  3. Review pre-filled To, subject, body, and document links.
  4. Click Send Email on the compose screen.
  5. Confirm success message and check Transaction History if needed.

For automatic setup: approve a sale invoice — the email is queued after the configured delay and appears in Transaction History.

Manual Send from Documents

Send Email appears on the view toolbar when the document is Approved and your role has access. | Document | ERP path | |----------|----------| | Sale Invoice | Sales → Sale Invoice → open approved invoice | | Sale Order | Sales → Sale Order → open approved order | | Sale Quotation | Sales → Sale Quotation → open approved quotation | | Pro Forma Invoice | Sales → Pro Forma Invoice → open approved pro forma | The compose screen opens with: - To pre-filled from customer email (editable) - Subject and Body from your email template placeholders - Documents section with download links for the current document (and optionally related documents you add) - Company email signature appended when the email is sent

Automatic Send on Status Change

When a Transaction Config has Use for Manual Send unchecked and a Transaction Status (or Secondary Status) set, the system queues an email automatically when a matching document reaches that status. When it fires | Trigger | Example | |---------|---------| | Document approved | Sale Invoice status changes to Approved | | Document cancelled | Sale Order status changes to Cancelled | | Secondary status set | Custom workflow status applied to a document | What happens
  1. Document status changes (e.g. user clicks Approve).
  2. System finds an active Transaction Config matching transaction type, status, and channel Email.
  3. Recipient is resolved from the linked Recipient Rule (typically customer email).
  4. Subject and body are built from the linked email template — no compose screen.
  5. Email is queued (after optional delay) and sent by the background worker.
  6. Result appears in Transaction History.
Automatic vs manual — key differences | | Manual Send | Automatic Send | |---|-------------|----------------| | Config flag | Use for Manual Send checked | Use for Manual Send unchecked | | Trigger | User clicks Send Email | Document status change | | Recipient | User edits To on compose screen | Resolved from Recipient Rule | | Subject / body | Pre-filled, user can edit | From template only — no compose screen | | CC / BCC | User enters on compose | Default CC / Default BCC on config | | Delay | Sent immediately | Configurable Delay (minutes) | | Document types (manual button) | Sale Invoice, Sale Order, Sale Quotation, Pro Forma Invoice | Any type supported in Transaction Configs |

You can have both a manual config and an automatic config for the same transaction type — they are separate records and do not conflict.

1. Email Provider (SMTP)

ERP path: Settings → Notification System → Providers

See also: Notification Providers settings page.

General

| Field | Description | |-------|-------------| | Name * | Friendly name shown when selecting a provider on configs. | | Provider Type * | Select Email for SMTP setup. |

Email Configuration

Shown only when Provider Type is Email. | Field | Description | |-------|-------------| | SMTP Host * | Mail server hostname (e.g. smtp.gmail.com, smtp.office365.com). | | SMTP Port * | Usually 587 (TLS) or 465 (SSL). | | Username * | SMTP login — often the full email address. | | Password | SMTP password. On edit, leave blank to keep the existing saved password. | | Encryption | TLS, SSL, or None — match your mail provider requirements. | | From Email * | Address shown in the From field of outgoing emails. | | From Name | Display name shown with From Email (e.g. Your Company). | | Reply-To | Optional address for customer replies. | | Test Email To | Recipient for Send Test — uses current form values without saving first. | | Email Signature | HTML signature appended to every email (manual and automatic). |

Test email

On the provider Edit screen, enter an address in Test Email To and click Send Test on that field. The test uses your current form values (host, port, signature, etc.) so you can verify changes before clicking Update.

2. Email Template

ERP path: Settings → Notification System → Templates

See also: Notification Templates settings page.

General

| Field | Description | |-------|-------------| | Provider Type * | Email | | Name * | Template name for your reference. | | Channel * | Email (set automatically when Provider Type is Email). | | Priority | Lower number = higher priority when multiple templates match. |

When Provider Type is Email, only General, Template Parameters, and Email Content are shown on the form.

Email Content

| Field | Description | |-------|-------------| | Email Subject | Subject line. Use {{parameterName}} tokens defined in Template Parameters below. | | Email Body | Rich HTML body. Use the same {{parameterName}} tokens. | | Include Document Links | When checked, secure PDF download links for linked documents are appended when the email is sent. |

Template parameters

Each row under Template Parameters maps a placeholder name to a field on the transaction record. When you click Send Email, the API loads the document, resolves each field path, and substitutes values into the subject and body.

How it works

  1. Add a parameter row with Component Type = Body.
  2. Parameter Name — the token you use in Email Subject and Email Body, e.g. {{billNumber}}.
  3. Field Path — dot-notation path on the loaded document JSON (see tables below). The API uses _.get(transactionData, fieldPath) — do not prefix with the transaction type (customer.name, not saleInvoice.customer.name).
  4. Data Type — controls formatting: Date → DD MMM YYYY; Currency → two decimal places; String → plain text.
  5. Default Value — optional static fallback when the field path is empty or missing (useful for a fixed company name in the subject).

Loaded associations — the API automatically includes these nested objects when sending from sale documents:

| Association | Fields available on the path | |-------------|------------------------------| | customer | customer.name, customer.email, customer.phone, customer.secondaryPhone | | employee | employee.firstName, employee.lastName, employee.primaryEmail, employee.secondaryEmail | | supplier | supplier.name, supplier.email, supplier.phone *(purchase documents)* |

Example — Sale Invoice template

Email Subject: Invoice {{billNumber}} from Acme Trading

Email Body: Dear {{customerName}},<br><br>Your invoice {{billNumber}} dated {{billDate}} for {{total}} is ready.<br><br>Thank you.

| Parameter Name | Field Path | Data Type | Order | Resolves to (example) | |----------------|------------|-----------|-------|------------------------| | billNumber | billNumber | String | 1 | SI-1042 | | customerName | customer.name | String | 2 | Gulf Retail LLC | | billDate | date | Date | 3 | 15 Jun 2026 | | total | netTotal | Currency | 4 | 12500.00 |

The same field paths work for Sale Order, Sale Quotation, and Pro Forma Invoice — all share the standard bill fields below.

Common field paths (sale documents)

| Field Path | Description | |------------|-------------| | billNumber | Document number | | date | Document date | | dueDate | Payment due date | | total | Grand total | | netTotal | Net total (after round-off) — typical choice for invoice amount in emails | | subTotal | Subtotal before bill-level discount | | balance | Outstanding balance | | notes | Notes printed on the document | | customerPurchaseOrderId | Customer PO / LPO reference | | vehicleNo | Vehicle number (when used) | | customer.name | Customer name | | customer.email | Customer email | | customer.phone | Customer phone | | employee.firstName | Sales employee first name | | employee.lastName | Sales employee last name |

Test your template by opening an Approved document and clicking Send Email — the compose screen shows the resolved subject and body before you send.

3. Transaction Configs

ERP path: Settings → Notification System → Transaction Configs

See also: Transaction Configs settings page.

Email requires at least one Transaction Config. Use two separate configs if you want both manual and automatic sending for the same document type.

Manual send config

| Field | Description | |-------|-------------| | Use for Manual Send * | Check this for configs used by the Send Email button. Hides status, delay, conditions, and fallback fields. | | Transaction Type * | Sale Invoice, Sale Order, Sale Quotation, or Pro Forma Invoice. | | Channel * | Email | | Default Provider * | Your email SMTP provider. | | Notification Template * | Email template for subject/body pre-fill. | | Default Recipient Rule | Optional — To is usually edited on the compose screen. | Only **one active manual config** is allowed per transaction type and channel combination.

Automatic send config

Leave Use for Manual Send unchecked and set a trigger status: | Field | Description | |-------|-------------| | Transaction Type * | Any supported document type (e.g. Sale Invoice, Credit Note, Pay Run). | | Transaction Status * | Draft, Approved, or Cancelled — fires when document reaches this status. | | Secondary Status | Optional — fires when a custom secondary status is applied instead of Transaction Status. | | Channel * | Email | | Default Provider * | Your email SMTP provider. | | Notification Template * | Email template for subject and body. | | Default Recipient Rule * | Required — resolves who receives the email (e.g. customer email). | | Default CC / Default BCC | Optional comma-separated addresses added to every automatic send. | | Delay (minutes) | Wait after trigger before sending (default 5). Set to 0 for immediate send. | | Condition JSON | Optional filter — e.g. only send when total exceeds a minimum. | | Fallback Provider / Fallback Channel | Optional backup if primary send fails. |

Automatic email uses the same SMTP provider, templates, signature, and document links as manual send. There is no compose screen — content comes entirely from the template.

4. Recipient Rules

ERP path: Settings → Notification System → Recipient Rules

| Mode | Recipient rule required? | |------|--------------------------| | Manual Send Email | No — user sets To on the compose screen. Rule is optional for default pre-fill. | | Automatic Send Email | Yes — system must resolve the recipient when the status trigger fires. | Example rule — customer email from invoice: | Step | Step Type | Recipient Type | Recipient ID Field Path | |------|-----------|----------------|-------------------------| | 1 | resolve | Customer | customerId | See Recipient Rules for full field reference.

Compose Screen Fields

Opened from Send Email on an approved sale document.

Recipients

| Field | Description | |-------|-------------| | To * | Primary recipient — pre-filled from customer email. | | CC | Comma-separated copy addresses. | | BCC | Comma-separated blind copy addresses. | | Reply-To | Optional reply address (overrides provider default if set). |

Message

| Field | Description | |-------|-------------| | Subject * | Email subject — pre-filled from template. | | Body * | Rich HTML body — pre-filled from template. Signature is appended automatically on send (not shown in the editor). |

Documents

Add rows to include PDF download links in the email. Each row has document type and document reference. The current document is typically pre-added.

Worked Examples

Example A — Gmail SMTP for a trading company

Goal: Send approved sale invoices to customers from sales@tradingco.com.

  1. Create provider: Host smtp.gmail.com, Port 587, Encryption TLS, Username sales@tradingco.com, Password = Gmail App Password (not login password).
  2. Template subject: Invoice {{billNumber}} — Trading Co
  3. Template body: greeting, bill number, total, thank-you line.
  4. Manual config: Transaction Type Sale Invoice, Channel Email, link provider + template.
  5. Approve invoice SI-1042 → Send Email → confirm To = customer email → Send.

Example B — Internal copy on every manual send

Goal: Always CC the sales manager when sending quotations.

  1. Open approved Sale Quotation → Send Email.
  2. In CC, enter manager@yourcompany.com (or save as habit each time).
  3. For automatic emails, set Default CC on the Transaction Config (when not using Manual Send only).

Example C — Signature with logo and contact

Goal: Professional footer on all outgoing mail.

On the email provider Email Signature field, enter HTML such as:

Regards,<br>
<strong>Sales Team</strong><br>
Your Company Pvt Ltd<br>
Phone: +91 98765 43210<br>
www.yourcompany.com

Click Send Test on Test Email To to preview signature rendering.

Example D — Quotation with document link only

Goal: Short email with PDF link, minimal body text.

Example E — Automatic email when invoice is approved

Goal: Customer receives an invoice email automatically on approve — no manual Send Email click.

  1. Create provider and template (Steps 1–2 in Quick Start).
  2. Create Recipient Rule: Step Type resolve, Recipient Type Customer, Field Path customerId.
  3. Create Transaction Config: Use for Manual Send unchecked, Transaction Type Sale Invoice, Transaction Status Approved, Channel Email, link provider, template, and recipient rule.
  4. Set Delay (minutes) to 5 if you want a short window to cancel before the email goes out.
  5. Approve invoice SI-1042 → after delay, check Transaction History for a queued/sent row.

To also allow staff to send customised emails on demand, add a separate manual config (Use for Manual Send checked) for the same transaction type.

Transaction History

ERP path: Settings → Notification System → Transaction History

Every manual and automatic email creates a history row. Use filters: | Tab / filter | Use when | |--------------|----------| | Sent | Email accepted by SMTP server | | Queued | Waiting to be processed | | Failed | SMTP or validation error — open row for error message | | Channel = Email | Show only emails | See Transaction History for details.

FAQ

Send Email button is missing on my invoice. Why?

I see "Email not supported for this transaction type".

Create a Transaction Config with Use for Manual Send checked for that document type and Channel Email, with active provider and template linked.

Test email works but Send Email from invoice fails.

Confirm the manual Transaction Config exists and is active. Check Transaction History for the failed row and error text. Ensure customer has a valid email or enter To manually on compose.

Authentication failed / Invalid login (535).

Does Send Email use my unsaved edits on the provider form?

Send Test on the provider edit screen uses current form values without saving. Send Email from documents uses the saved provider configuration — save provider changes before sending from invoices.

Is the signature included in test, manual, and automatic emails?

Yes. The HTML signature from the email provider is appended to test emails, manual Send Email messages, and automatic emails.

Does email work only in manual mode?

No. Email supports both manual and automatic modes. Manual mode uses the Send Email button and compose screen. Automatic mode sends when a document reaches a configured status — set up a Transaction Config with Use for Manual Send unchecked and a Transaction Status trigger. Both use the same provider and templates but require separate configs.

Why didn't automatic email send when I approved the invoice?

Can I use both manual and automatic email for Sale Invoice?

Yes. Create one config with Use for Manual Send checked (for the Send Email button) and a separate config with it unchecked and Transaction Status Approved (for automatic send on approve).

Are PDFs attached to the email?

Not as file attachments in this release. The email includes download links to PDFs (secure links). Recipients click the link to open or save the PDF.

Can I send to multiple To addresses?

Enter comma-separated addresses in To, CC, or BCC on the compose screen.

What's the difference from Notifications (bell icon)?

Notifications under Settings is your in-app activity inbox. Email notifications send real emails through SMTP. They are separate features.

Why is {{companyName}} or another placeholder empty?

Placeholders only resolve when a matching Template Parameter row exists and the Field Path returns a value. Company name is not loaded from the document — add a parameter with Parameter Name companyName and a static Default Value, or type your company name directly in the subject. Verify field paths against Template parameters.

How do I resend a failed email?

Open the document and use Send Email again after fixing the cause (SMTP, recipient address, etc.). Check Transaction History for the previous failure reason.