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How To Set Up Email Notifications

D
Written by Darryl Tan
Updated over 2 months ago

You can set up Email and Text/SMS notifications in Detrack to keep your end customers and internal users updated throughout the delivery journey. Notifications are sent based on changes in job events (eg. Pre-job, Heading to, Completed)

Follow these simple steps to configure your notifications:

​1.1 Enable Email Notifications
​1.2 Create Your Email Notification Rules
​1.3 Define Your Email Recipients
​1.4 Customize Email Content
​1.5 Send a Test Email Notifications

Email Notifications Setup

Setting up email notifications in Detrack is quick and straightforward. Follow these simple steps, and you'll have automated email alerts up and running in no time.
​

1.1 Enable Email Notifications

Before setting up notifications, ensure that the Notify Email field is enabled in your job form.

  1. Go to Settings > Job > Fields.

  2. Locate Notify Email and switch it on.

  3. Click Save.

Once enabled, email notifications will be sent automatically with reference from what you have inputted in the Notify Email field of your job details

1.2 Create your Email Notification Rules

Next, you can determine the rules for when email notifications are sent out based on various job events (eg. Pre-job, Heading to, Completed)

Steps:

  1. Navigate to Settings > Notifications.

  2. Click Add Notification

  1. In the Trigger tab, you can select the various trigger parameters for determining when and how you would like to send out a notification.

Here are the different types of types of parameters you can configure:
​(Fields marked * are mandatory)

Trigger type

Description

Detrack Job Type*

Job - This notification template will affect both Delivery and Collection jobs.

Delivery - This notification template will only affect Delivery jobs.

Collection - This notification template will only affect Collection jobs.

Events*

This notification template will be triggered when the job is changed to the selected event/s in this field

  1. Info-received - New job is added (initial status can be In Progress or In-Transit)

  2. Scheduled - Tracking widget status changed to Scheduled.

    1. Job status: In Progress

    2. Job assigned to a driver.

    3. Date of job to be of a future date.

  3. Pre-job - Date and time is set 1 – 5 days before job date. Works like an "alarm-clock" to trigger the notification.

  4. Heading to - Driver tap Head To Location on Driver app.

  5. Arrived - Driver tap Arrived At Location on Driver App.

  6. Completed - A job is completed.

  7. Partially Completed - A job is partially completed. Job to have at least 1 rejected item under the Item Details

  8. Failed - A job is not completed.

  9. Job Delayed - The Live ETA time exceeds the provided ETA time.

Group (optional)

This notification template will only be triggered for jobs assigned to a specified Group. Leaving this field blank will result in this notification template being triggered for all jobs, irrespective of the Group selection.

Job type (optional)

This notification template will only be triggered for jobs assigned to a specified Job Type.

Service type (optional)

This notification template will only be triggered for jobs assigned to a specified Service Type.

Only with Note (optional)

This notification template will only be triggered for jobs with a Note

1.3 Define Your Email Recipients

You can choose to send email notifications to:

  • End recipient of a delivery/collection job (i.e Email addresses in the Notify Email field of a job)

  • Internal users who want to receive a copy of the email (i.e Email addresses in Other Fixed Emails)

Steps:

  1. Navigate to the Email tab

  2. Switch on the Send Email toggle to send notifications to end recipients

  1. Input the email addresses of your internal users who want to receive a copy of the email

1.4 Customize Your Email Content

You can customize the Email subject and Email body, as well as add in additional job details with variable tags.

If applicable, you can also attach Attachments (either PDF, TIFF, Images) to be included in the email.

1.5 Send a Test Email Notification

Once you are done with the above configurations, you can send a test email notification to yourself via the Trigger tab by clicking on ‘Save and Send Test Notification’


Here is an example test email you would receive

Note:

  • All the emails that are being sent out from Detrack will be using notify@detrack.com.

  • If you wish to trigger from your personal email account e.g. john@gmail.com, there will be a need for you to create a middleware to catch the webhook PUSH notification from Detrack, and subsequently send it over to your SMTP.

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