Smart Fields in Emails

Smart fields are placeholder fields (variables) that allow CORE to auto-fill them with actual IDs or real values when emailing your invoices, statements, reports, purchase orders, or payment receipts. These smart fields offer several uses and benefits that streamline and enhance the process of emailing your files and documents. It allows you to customize the subject lines of your emails, file names, and standard messages with actual names and IDs. This results in the personalization of communication.

You can add multiple smart fields to the subject field, file name and default message of your emails. For example, you can add {ClientID}{ProjectID}{Invoice_Number} to the Subject field of your invoices. CORE auto-fills it with the relevant client ID, project ID and invoice number when composing the email, say CoTTorrance Airport:1222 where CoT is the client ID (City of Torrance) and Torrance Airport is the project ID and 1222 is the current invoice number.  

You can set up smart fields for emailing at the global level in the Settings > Company > Email Settings screen, and also override those at the individual user level in the User Settings > Email Settings screen.

Here are some key benefits of using smart fields in CORE:

  1. Automation of Data Insertion:
    Smart fields are a huge time-saver, especially when sending out year-end emails. They automatically fill in specific data such as {ClientID}, {ProjectID}, and {Invoice_Number} when composing emails, which reduces manual data entry. 
  2. Personalization:
    By inserting relevant names and IDs directly into your email correspondence, smart fields enable personalized communication with clients. This can improve overall client engagement and satisfaction.
  3. Efficiency:
    The automation provided by smart fields saves significant time, especially when dealing with a large volume of emails. You can focus on more critical tasks rather than spending time on repetitive data entry.
  4. Consistency:
    Using smart fields ensures that the information conveyed in emails is consistent across different communications and by different people in the company. This helps in maintaining a professional image and clarity in communication.
  5. Flexibility:
    You have the flexibility to add multiple smart fields to the subject, file name, and default message of emails. This allows for customization according to the specific needs of each business or project.
  6. Error Reduction:
    Since the data is auto-filled by CORE, the likelihood of errors due to manual entry is significantly reduced. This leads to more accurate communication and record-keeping.

Overall, smart fields in CORE provide a powerful tool for automating and personalizing email communications, leading to increased efficiency, accuracy, and client satisfaction. Check out this article for details on smart fields.

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