Super Admin Guide: Configure Automated Sales Quote Document Generation and Email

Overview

This guide walks Super Admins through configuring end-to-end automation to generate a Sales Quote document when a Backoffice quote or website quote is created and automatically email the document to the booker. The automation feature described here is typically restricted and used by CourseCo Admin; ensure you have access before proceeding.

Automations are not enabled by default for all roles. Confirm you have Super Admin access to the Automations module. If not, contact CourseCo Admin.

What You Will Configure

• Upload and register a Sales Quote document template (directory: sales_quote).

• Create or edit a messaging template for the sales quote email.

• • Automation 1: Generate the Sales Quote document when a Backoffice quote occurs.

  • Automation 2: Generate the Sales Quote document when a Website quote occurs.

  • Automation 2: Email the generated Sales Quote to the booker immediately after the invoice record is created.

Prerequisites

• Super Admin access, including Files, Messaging Templates, and Automations.

• Sales Quote template file ready (DOCX/PDF supported by your system).

• Knowledge of any conditional rules (e.g., specific courses X, Y, Z) to scope automation.

Step 1 — Upload the Sales Quote Template

1.1 Upload to Files

1. Go to: File Manager or Files.

2. Create or open the directory named sales_quote.

3. Click Upload and add your Sales Quote template file (e.g., sales_quote_template.docx).

4. Note the template’s name as it must be selectable later from a template dropdown.

Best practice: Store one approved template in sales_quote to avoid version confusion. If you update the template, keep the filename consistent and archive older versions.

Step 2 — Create or Edit the Messaging Template

2.1 Create/Edit Template

1. Navigate to: Messaging Templates.

2. Create a new template or edit an existing one named Sales Quote Confirmation Email (with Sales Quote doc attached).

3. Subject suggestion: Your Sales Quote for {{course_name}} – Quote {{invoice_number}}.

4. • Greeting to the booker/contact.

   • Short summary: quote details, course, dates, and next steps.

   • Call-to-action: how to accept/confirm, payment options, or who to contact for changes.

   • Signature and support information.

5. Save the template.

Step 3 — Automation 1: Generate the Sales Quote Document

3.1 Create Automation

1. Go to: Automations → Create new.

2. Title: CREATE SALES QUOTE DOC.

3. Trigger: Backoffice quote occurs (or equivalent quote-created event).

4. Task/Action: Select Invoice Generate (this action generates the document).

5. Template: From the template dropdown, choose your uploaded Sales Quote template.

6. Share To Contact Variable: Set to Organisation ID (ensures the file saves to the organisation contact, not the individual booker).

7. • Course IN [X, Y, Z].

   • Department, brand, location, or other scoping rules.

8. Execution Timing: Trigger immediately.

9. Save the automation.

Why “Share to Organisation ID”? This ensures the generated quote file is stored against the organisation-level contact record for better visibility and continuity, rather than the individual booker’s personal record.

Step 4 — Automation 2: Email the Generated Document to the Booker

4.1 Create Automation

1. Go to: Automations → Create new.

2. Title: Email Sales Quote to Booker.

3. Trigger: An invoice is generated (the prior automation’s action will satisfy this event).

4. Action: Email.

5. Recipient: Select the Booker (or enter the appropriate email field reference for the booking contact).

6. Message Template: Choose your template (e.g., Sales Quote Confirmation Email (with Sales Quote doc attached)).

7. Attach Document: Add the document token @nvoicefileid@ (system token referencing the just-generated quote file).

8. Condition: Payment method = Sales Quote (ensures this only sends for Sales Quote scenarios).

9. Execution Timing: Trigger immediately.

10. Save the automation.

Attachment token: Ensure the token is spelled exactly as supported by your platform. The provided token is @nvoicefileid@. If your system expects a different token (e.g., @invoicefileid@), update accordingly.

Validation and Testing

1. Create a test Backoffice quote for a test organisation and booker using the Sales Quote payment method.

2. Confirm Automation 1 runs: A quote document is generated and stored on the organisation contact record.

3. Confirm Automation 2 runs: An email is sent to the booker with the correct message template and the quote attached.

4. Open the attachment and verify content: course details, totals, terms, and branding.

5. Review audit logs or automation history to ensure both triggers fired immediately with no errors.

If everything is configured correctly, when a Backoffice sales quote is created, the system will first generate the quote document and then immediately email it to the booker with the document attached.

Reference Checklist

• Upload Sales Quote template to directory sales_quote
• Create/Edit messaging template “Sales Quote Confirmation Email (with attachment)”
• Automation 1 created: Title “CREATE SALES QUOTE DOC”, trigger Backoffice quote, task Invoice Generate, template selected, Share to Organisation ID, conditions set, immediate trigger
• Automation 2 created: Trigger invoice generated, action Email, recipient booker, message template selected, attach @nvoicefileid@, condition payment method = Sales Quote, immediate trigger
• Test and verify email with attachment

FAQs