Quote Dispatch - Lightning Email Editor

Introduction

You have the option of sending your quotes directly from Salesforce to the recipient via email using the ‘Send’ button. The main advantages of sending quotes via appero quote are:

The recipients are pulled directly from the quote data into the email.
A PDF of the quote is automatically attached to the email. However, this is a temporary attachment that is deleted again after the email is sent and therefore does not burden the Salesforce storage.
Automatic update of the quote status to ‘Sent’ and synchronisation of quote and opportunity.
You can view and track the email directly in the quote activitie's tab.

The appropriate email template

To ensure that the email dispatch also leaves a professional impression in your company's corporate design, we recommend creating the appropriate email templates in Salesforce beforehand. appero quote supports both Classic and Lightning email templates. VisualForce templates (Classic), however, are not supported.

The use of Lightning Email Templates and the settings described below in appero quote is available from version 25.100 or higher. If you are still on an older version, please contact product support for an update.

If you enter the name of the email template in the corresponding settings in the appero quote setup, the correct template will be preselected when you start the email editor:

Setting	Section	Setup-Text	Input
Default email-template for quotes	Functionality	defaultQuoteEmailTemplate	"Template Unique Name" (DeveloperName) of the desired e-mail template
Default email-template for order confirmations	Order Confirmation	defaultOrderConfirmationEmailTemplate	"Template Unique Name" (DeveloperName) of the desired e-mail template

These settings normally apply to the entire Salesforce instance. If you require different email templates for different languages, e.g. for international use, you can filter these using duplicate setup texts via the apperoLanguageLocale field.

Quote dispatch in the Lightning Experience

Click on the ‘Send’ button to open the window for checking the quote recipients. If necessary, you can add further contacts here. During your manual input, appero quote searches all relevant fields of contacts and users so that, for example, the corresponding contacts are automatically displayed when you enter the account name.

If you have not yet specified a recipient in your quote yet, please switch back to the quote editor and select a contact in the base data dialog. Otherwise the email editor will not open.

Takeover of opportunity contacts

First, the ‘Contact’ field sf42_quotefx__BillingContact__c is checked and, if available, this value is transferred to the quote. If it is empty, the opportunity is checked for contact roles and, if available, the primary contact from the contact roles is written to the sf42_quotefx__SF42_QuoContact__c field. If both entries are missing, the quote contact remains empty.

For the other possible contacts in the quote, please refer to the section Multi-level Sales.

In the appero quote email editor, you have access to the familiar functionalities, such as the addition of further direct recipients as well as copy and blind copy recipients. The subject and the text of the email are read from the email template, but can be customised before the email is sent.

Recipient section

In the recipient section you will find the usual fields such as sender, recipient, Cc and Bcc with the following special features:

Display	Functionality	Comment
	Sender address, usually the running user	The field is locked for editing. Organisation-wide e-mail address If you have created an organisation-wide e-mail address in your Salesforce-Org, you can change the automatic preselection and select this instead.
	The primary quote contact and main recipient of the email	The field is locked for editing. You can add more contacts in the Cc or Bcc fields.
	Cc. Other recipients of the email. The other quote contacts are automatically preselected (see Multi-level Sales.)	If required, you can add further contacts manually here. As you type, appero quote searches all relevant fields of contacts and users so that, for example, when you enter the account name, the corresponding contacts are automatically displayed.
	Bcc. Recipients of blind copies	If you have activated automatic Bcc in your personal email settings, your sender address will automatically be set to Bcc. Compliance Bcc-Email If your company has set up a Compliance BCC email-address, this is used in the background and no further Bcc entry is possible.
	The email subject is derived from the email template.

The Email-Body

At the heart of the email editor you can edit your email, change the template, add attachments and much more.

Display	Functionality	Comment
	The email template defined in the settings is displayed and can be further edited using the usual rich text functions.	The Salesforce sharing settings also apply here. So make sure that the users also have access to the template.
	Quote-PDF as Attachment	You can check the attachment again in the preview with one click. This is a temporary attachment that will be deleted after the email has been sent. You can always see the current preview on the quote record page, even without an extra PDF.
	Optionally you can add further attachments manually.	Attachments that are already stored in the template are displayed next to the quote PDF.
	Change Template	You can use the plus sign to select a different email template. Please note that the existing content with all edits will be lost.
	Email-Preview	The email preview opens in a separate modal
	Delete Template	Here you can delete the email template completely. Please note that the existing content with all edits will be lost.
	The products are automatically copied from quote to opportunity when the email is sent.	If you have not generally deactivated Opp-Sync, the setting is always preselected.
	Relation to the quote record
	Cancel	You can cancel the entire process here. A draft email is not saved.
	Send	When the email is sent, the offer automatically switches to ‘Sent’ status and is blocked for further editing.