How do I customise the subject line for order/quote emails?

When you create an order or quote, Onsight will automatically send you and your customer an email confirmation of your order or quote.

Default subject lines

If you have not customised your email subject line, then Onsight will send the order/quote email confirmations with the following email subject lines.

For your company / internal emails (for example your warehouse) the email subject line will be:

New sales order #SO0000000XXX – Name of your customer

For your customer and/or customer login the email subject line will be:

Name of your company: New sales order captured #SO0000000XXX

Custom subject lines

You can create your own custom email subject line for your company and your customer in the admin console by following these steps:

  • Log in to the Onsight admin console at https://web.onsightapp.com.
  • Click on ‘Setup’ from the left-hand side menu.
  • Click on the ‘Configuration’ menu item.
  • Click on the ‘Order Emails’ tab or the ‘Quote Emails’ tab
  • Scroll to ‘Email Subject’

Here you can customize your email subject line.

You can add any text, for example ‘New sales order’ or ‘Order confirmation’.

In addition, you can display specific information that is related to the created order or quote. For example, you can display the order number, the customer tied to the order, the name of the person who created the order and the date that the items in the order must arrive at their destination. You can also choose to display certain information in the email confirmation that comes to you and other information that goes to your customer.

Additional information

The list below shows all the possible specific information that is related to the created order or quote which you can display in your email subject line.

ACCOUNTREFNO The user specified account reference
CUSTOMER The customer tied to the order
DATE The date that the order was created
DELIVERYDATE The date that the items in the order must arrive at their destination
NAME Your company name
ORDERNUM The auto-generated order reference number
PAYMENT Specifies the payment type for orders (blank if it is a quote)
SALESREP The user who created the order
TOTAL Total cost of the order
TOTALQUANTITY The total products in the order

Configuration

For the items to display in the email subject line you need to configure the email subject line in a specific way.

Let’s look at an example as follows….you want to configure an email subject line that goes to your warehouse that displays the following information:

New order confirmation: Order #SO000000XXX – Customer name – Delivery date

In addition, you want to configure an email subject line that goes to your customer that displays the following information:

New order confirmation: Order #SO000000XXX

This is how you have to configure the subject line:

New order confirmation: Order # %ORDERNUM% |-| |CUSTOMER| |-| |DELIVERYDATE|

Please note that all the specific items have to be in capital letters. The items that are surrounded by the percentage symbol (%) will be displayed to you and your customer. The items that are surrounded by the pipe symbol (|) will only be displayed to you.

Some additional information

  • On US keyboards, the pipe symbol (|) is on the same key as the Backslash key. Just above the Enter key and just below the Backspace key. Pressing and holding down the Shift key while pressing the pipe key creates a pipe.
  • Remember to use the pipes if you don’t want your customer to see the items.
  • You can use the dash symbol (-) to separate the items in the subject line.

Back