WO Configuration ~ Email Response

Custom automated Email responses emailed according to settings on WOs. 

Create a new Email Response:

To create a new Email Response, click  icon. 

The fields marked in red are mandatory fields: Description, 1 of the following: Status OR Category OR Priority OR Trade checkboxes, an Email From Address, Recipients OR Requester, Assignee or Cost Center checkboxes, Email Subject and Email Body.

Enable the Email Response by checking the Active box at the top of the page.  If this box is not checked, no email will be sent.  *Note: an Email Response can be enabled or disabled at any time.

Select one of the Types of emails you would like to send:

Update Email (Informational) is an email with no action items and includes information as set up in the Body of the email.

Approval Email (Approve/Decline) includes a link to Approve or Decline a work order.  During the email setup you can select a status for the Approve selection and a status for the Decline selection.  To enable the Approve/Decline link, add the Special Field “Approve/Deny Link (Approval Email Approve/Deny Type) in the body of the email response.

Information Needed Email (Add Note) includes a link that will open a page that will let you enter Notes to be added to the work order.  When finished entering a note, click Submit and the Note will be added to the work order and the Status will be changed to reflect what is setup in the Open Change Status To Lookup.  To enable the link, add the Additional Information Link to the body of the email response.

CMS Tech Notification will send an informational notification to all Assignees of a work order with the information included in the body of the email response.  This response is informational only, images and hyperlinks will NOT function in CMS Tech Notifications.

Choose what combination of Status, Category, Priority and/or Trade that you would like to trigger the email response to send

For example:  If you would like to receive an email for every corrective maintenance work order that is completed select a status of Complete, select the category of Corrective Maintenance, then add your email to the Email To field on the right-hand side. Once the status of the work order is changed to Complete and the work order is saved, the email response will be triggered.

The Status dropdown selector lookup where you can select one, or multiple Statuses.

The Category dropdown selector lookup.  Select one, or multiple Categories to be applied to the Email Response criteria.

The Priority dropdown selector lookup.  Select one, or multiple Priorities to be applied to the Email Response criteria.

The Trade selection lookup.  Select one, or multiple Trades to be applied to the Email Response Criteria.

When the Approval Email (Approve/Decline) response type is selected the following two lookups will appear on the setup screen.  After the email response has been sent, the link will open a page where you can insert a Note/Comment and Approve or Decline the work order.

If Approving, the work order, the Status will update to what is chosen in the.

If Declining, the work order, the Status will update to what is chosen in the.

Information Needed Email (Add Note) response type is selected the following lookup will appear on the setup screen.  After the email response has been sent, the email link will open a page where you can enter a Note/Comment to be added to the work order and then submit.

After adding a Note/Comment and submitting, the Status of the work order will be changed to what was selected in the  dropdown selector. 

Add the Email From Address field.  This required field will populate the From Address in the Email.

Enter the desired Email Subject that will display in the Subject line of the Email.

At least one recipient is required.  A recipient consists of the Email To or one of the setup checkboxes.

Email Body:

The email body can be customized to display data by utilizing the formatting options in the editor below.

Special Fields are also available to be used in the email body.  To use the Special Fields, select one from the Special Fields drop-down list.  Special Fields will be replaced with CMS data when the Email Response process is run.

UDF Special Fields:

This will populate with the Segment WO UDFs setup

March 2025