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How To Set Up Email And Text / SMS Notifications
How To Set Up Email And Text / SMS Notifications
Fin avatar
Written by Fin
Updated over 2 months ago

This article is regarding the setting up of Email and/or Text/SMS notifications in Detrack.

The notifications are triggered whenever there a job status change to the selected Event/s.

Email

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.

Field Setup

  1. Navigate to Settings > Job > Fields.
    ​

  2. Switch on Notify Email.
    ​

  3. Click Save.

Notification Setup

  1. Navigate to Settings > Notifications.
    ​

  2. Navigate to Notification Settings > Click Add Notification to open a pop-up.
    ​

  3. Trigger tab.
    For selecting the parameters for triggering the notification template.
    ​

    1. Detrack Job Type (Required)

      • 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.

    2. Events (Required) 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.

        • Job status: In Progress

        • Job assigned to a driver.

        • 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.

    3. Group (Optional) This notification template will only be triggered for jobs assigned the same Group. Leaving this field blank will result this notification template to be triggered for all jobs, irrespective of the Group selection.

    4. Job Type (Optional) This notification template will only be triggered for jobs assigned the same Job Type.

    5. Service Type (Optional) This notification template will only be triggered for jobs assigned the same Service Type.

    6. Only with Note (Optional) This notification template will only be triggered for jobs with a Note.

  4. Navigate to the Email tab.
    ​

  5. There are 2 available options.

    1. Send Email - Switch on the Send Email.
      ​

      • This will take reference from the entries in the Notify Email field of the job for sending out the emails.
        ​

    2. Fixed Email
      ​

      • Email notifications will always be sent to entries in this Fixed Email section.

      • Typically being used for internal staff to receive a copy of the email.

  6. Edit the Email Subject and / or Email Body. (Optional)
    ​

  7. Attachment (Optional) - For selection of either PDF, TIFF, Images or No attachment) to be included in the email.

  8. Click Save when done.

Text/SMS

Note::

  1. The cost involved in using this service is payable directly to your selected SMS gateway service provider (e.g. Twilio, Vonage, Wavecell etc.)

  2. If the text / SMS were to be more more than 160 characters, the SMS gateway service provider will charge you several credits to send out the concatenated Text / SMS.

Field Setup

  1. Navigate to Settings > Job > Fields.

  2. Depending on your workflow, enable any / all of the following:
    ​

    • Phone No.

    • Sender Phone No.

    • Other Phone Numbers

  3. Click Save when done.

Service Provider Setup

  1. Navigate to Settings > Notifications > Text / SMS Settings.
    ​

  2. Create an account with any of the natively integrated Text / SMS providers.
    ​

  3. Enter the corresponding credentials into the systems.

    • Vonage(Nexmo) – Enter your Vonage(Nexmo) API key and Vonage(Nexmo) API Secret into fields.
      ​

    • Twilio – Enter your Twilio Account SID and Twilio Auth Code into the fields.
      ​

    • 8×8 (Wavecell) – Enter your 8×8 (Wavecell) API key into the field.
      ​

    • BurstSMS – Enter your BurstSMS API key and BurstSMS Secret into the fields.
      ​

    • BulkSMS – Enter your BulkSMS Username and BulkSMS Password into the fields.
      ​

    • ReplyX – Enter your ReplyX API key into the field.
      ​

    • Veltext – Enter your Veltext User ID and Password into the fields.
      ​

    • Exotel – Enter your Exotel API key into the fields.
      ​

    • Link Mobility – Enter your Username, Password, Platform Id, Platform Partner Id and API URL into the fields.
      ​

  4. Click Save when done.

Notification Setup

  1. Navigate to Settings > Notifications.
    ​

  2. Navigate to Notification Settings > Click Add Notification to open a pop-up.
    ​

  3. Trigger tab.
    For selecting the parameters for triggering the notification template.
    ​

    1. Detrack Job Type (Required)

      • 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.

    2. Events (Required) 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.

        • Job status: In Progress

        • Job assigned to a driver.

        • Date of job 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.

    3. Group (Optional) This notification template will only be triggered for jobs assigned the same Group. Leaving this field blank will result this notification template to be triggered for all jobs, irrespective of the Group selection.

    4. Job Type (Optional) This notification template will only be triggered for jobs assigned the same Job Type.

    5. Service Type (Optional) This notification template will only be triggered for jobs assigned the same Service Type.

    6. Only with Note (Optional) This notification template will only be triggered for jobs with a Note.

  4. Navigate to the Text / SMS tab.
    ​

    1. Send Text / SMS to (Optional)

      1. Select Field - This notification template will not take reference from any of the job's fields for triggering the notification.

      2. Phone No. - This notification template will take reference from the Phone No. of the job for triggering the notification.
        ​

      3. Sender Phone No. - This notification template will take reference from the Sender Phone No. of the job for triggering the notification.
        ​

      4. Other Phone Numbers - This notification template will take reference from the Other Phone Numbers of the job for triggering the notification.
        ​

    2. Send Text / SMS from (Required)

      1. Sender No. or Brand - Takes reference from the Settings > Notification > Text / SMS > Sender Brand as sender in the SMS / Text message.
        ​

      2. Driver - Displays the driver's phone number in the SMS / Text message.

    3. Other Fixed Numbers (Optional) - This notification template will send SMS / Text to all the entries in this field.

    4. Text / SMS Body (Optional) - Message to be sent in the Text / SMS.
      ​Note: The maximum number of characters for a text message is 160. If the resulting message is longer than 160, it will be broken down into several text messages and you will be charged several credits by your SMS provider.

    5. Time Window Start (Optional) - The Text / SMS will only be sent out in this time range. To be used in conjunction with Time Window End. Functions as a Do Not Disturb Mode.

    6. Time Window End (Optional) - The Text / SMS will only be sent out in this time range. To be used in conjunction with Time Window Start. Functions as a Do Not Disturb Mode.

    7. Include Tracking Link (Optional) - Includes a tracking link in the Text / SMS body for users to track the job.
      ​

  5. Click Save when done.

Variable Tag Reference

Tag

Definition

{{name}}

Name of the deliver to / collect from customer

{{do_no}}

D.O.No.

{{type}}

Type of job in Upper case (Delivery, Collection)

{{type | downcase}}

Type of job in lower case (delivery, collection)

{{address}}

Job address

{{tracking_link}}

Short link to tracking widget

{{complete_by}}

Job to be completed by date

{{time}}

Delivery / Collection time

{{tracking_status | downcase}}

Status of job in lower case (completed, failed)

{{payment_amount}}

Payment amount to be collected

{{payment_mode}}

Mode of payment (COD)

{{pod_day}}

Day of the POD captured

{{pod_date}}

Date of the POD captured

{{pod_time}}

Time of the POD captured

{{received_by}}

Parcel received by or send by (name)

{{reason}}

Reason for Failed status (Wrong address)

{{note}}

Notes from driver

{{tracking_no}}

Tracking no.

{{order_no}}

Order No.

{{job order}}

Order of the job to be completed

{{company}}

Company name

{{job_status}}

Job status (in progress, in-transit)

{{customer}}

Customer name

{{acc_no}}

Account No.

{{invoice_no}}

Invoice No.

{{invoice_amt}}

Invoice Amount

{{source}}

Source

{{assign_to}}

Assign to driver

{{boxes}}

Boxes

{{bins}}

Bins

{{bundles}}

Bundles

{{cartons}}

Cartons

{{cbm}}

Cubic Metres

{{envelopes}}

Envelopes

{{pallets}}

Pallets

{{pcs}}

Pieces

{{trays}}

Trays

{{weight}}

Weight

{{sno}}

Serial No.

{{handled_by}}

Received by / Collect from

{{actual_utilization}}

Actual utilization

{{actual weight}}

Actual weight

{{actual pallets}}

Actual Pallets

{{actual crates}}

Actual crates

{{paid}}

Paid

{{temp}}

Temperature

{{driver_phone}}

Phone number of driver

{{attachment_url}}

Attachement URL

{{eta}}

ETA (Estimated time for Head to Location, entered through Driver App)

{{eta_time}}

ETA (Estimated time of Arrival, entered through Dashboard)

For customizing the body text of the text body, refer to variable tag.

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