SMS Template Settings

Introduction: SMS Templates for Document Delivery
 

SMS Templates provide a centralized system for creating and managing predefined text messages used to deliver professional documents—such as proposals, tax invoices, and receipts—directly to a customer's mobile device. These templates utilize dynamic placeholders like {name}, {document_id}, and {document_link} to automatically personalize each message with real-time data and secure short-links to the generated PDFs. By linking specific templates to individual document types via a checkbox system, the platform ensures that only one active message is used per category, allowing administrators to automate and standardize the communication flow from the moment a document is generated to the final SMS delivery via the integrated gateway.



 

How To Load This Module?   To load the SMS Templates module and manage your automated message delivery, follow these three steps:   Open User Settings: Click on your profile icon in the top header and select the Settings (gear) icon from the dropdown menu. Navigate to Biz1 Settings: From the left-hand sidebar, select the Biz1 Settings tab to expand the administration options. Select SMS Templates: Click the SMS Templates link to load the template management table and configuration modal.

SMS Templates: Table & Action Summary
 

The SMS Templates module provides a central table for managing automated document messages.

1. Quick Actions & Icons   Add (+): Click the Plus icon (top right) to open a form and create a new message template. Edit (Pencil): Use the Pencil icon to modify existing text or update placeholders. Delete (Trash): Click the Trash icon to permanently remove a template row.   2. Selection Rules & Usage   Checkboxes: Used to link a template to specific document types (e.g., Proposals, Invoices). Multi-Use: One template can be checked for multiple categories if you want the same message for different documents. Single Active: Only one template can be active per category. Checking a box on a new template automatically unchecks it on the old one.

3. Table Overview
 

• ID: The unique database number for the template.

• Message: Shows the SMS text with placeholders like {name} and {document_link}.

• Status: A quick visual of which document types are currently active for that row.
  
  
  
  
  
   

  SMS Templates: Quick Setup Guide
   

  This module automates professional SMS delivery for business documents using customizable templates.

  1. Adding a Template   - Create: Type your message in the text area and click Submit.   - Dynamic Short Codes: Use these tags in curly brackets { } to auto-fill data:   {name}: Customer name. {document_type}: Document category. {document_id}: Document number. {document_link}: Trackable PDF link. {quote_link}: Direct proposal link.

  2. Assigning Documents
   

  - Link: In the template list, check the box for the document types (e.g., Tax Invoice, Proposal) you want the template to use.

  - Rule: You can check multiple boxes for one template, but only one template can be active per document type.
   

  3. How it Works (Usage)
   

  - Trigger: Click "Send by SMS" from any document view.

  - Process: The system picks the assigned template, swaps short codes for real customer data, and generates a unique short-link.

  - Result: A personalized SMS is sent instantly to the customer's mobile.
  
  
  
  
   

  Customer Profile: Orders & Invoicing
   

  The Customer Profile acts as a central hub for managing all business transactions and documents for a specific client. This page allows you to view, track, and generate professional documents organized into two primary categories:

  1. Order Management   This section handles the initial stages of a sale or procurement:   - Order Proposals: Create and manage price quotes or bids sent to the customer. - Purchase Orders: Track procurement requests linked to this specific client. - Detail Orders & Newspaper Orders: Manage specialized order types and specific service requests.

  
  2. Invoice & Billing Management
   

  This section organizes all legal financial records and delivery documents:
   

  - Standard Billing: Generate Tax Invoices, Proforma Invoices, and Credit Invoices.

  - Payment Tracking: View and issue Receipts or combined Receipt Tax Invoices.

  - Logistics & Inventory: Manage Delivery notes and GR/IR (Goods Received/Invoice Received) records.

  - Specialized: Issue Donation Receipts for non-profit or charitable transactions.
  
  
  
  
  
   

  How to Send Documents via SMS: Workflow Guide
   

  The system allows you to instantly share any generated document (Invoice, Order, Proposal, etc.) with a customer using your predefined SMS templates.

  1. Triggering the Send   Once an order or invoice is created, open the document view. On the right-hand action sidebar, click the SMS icon (red speech bubble). This triggers the backend to prepare the message.   2. Automatic Template Selection   The system automatically identifies the Document Type (e.g., Tax Invoice) and pulls the specific template you assigned to that category in your settings.   3. Data Processing & Link Generation   Before the SMS is sent, the system performs two key background tasks: - Short-Link Creation: It generates a unique, trackable short-link for the document's PDF so the customer can view it on their phone. - Placeholder Swap: It replaces short-codes like {name} and {document_id} with the actual customer and document details.

  4. Final Delivery
   

  The personalized message is routed through the SMS Gateway and delivered directly to the customer's mobile number.