Tutorial: Send Email on Sales Order Submission#

In this tutorial, we will create an automation that sends a “Thank You” email to a customer as soon as their Sales Order is submitted.

Business Scenario#

Objective: Improve customer engagement by providing instant confirmation of their order. Prerequisites: A working Email Account configured in your ERPNext/Frappe site.

Step-by-Step Instructions#

1. Create a New Rule#

1. Navigate to Rule List and click New.
2. Rule Name: “Customer Submission Thank You”.
3. Document Type: “Sales Order”.
4. Trigger Event: “On Submit”.
5. Click Save and then click Open Rule Builder.

2. Add a Notify Action#

1. On the canvas, hover over the connection point of the Entry Action and click the + icon.
2. Search for Notify and select it.
3. Change the node label to “Send Thank You Email”.

3. Configure the Email#

1. Click on the “Send Thank You Email” node to open the configuration panel.
2. Mode: Select “Email”.
3. Recipients: Enter {{ doc.contact_email }}. This dynamically fetches the customer’s email from the Sales Order.
4. Subject: Thank you for your order! {{ doc.name }}.
5. Message:

   Hi {{ doc.customer }},<br><br>
   We've received your order <b>{{ doc.name }}</b> for a total of {{ doc.grand_total }}.<br>
   Our team is now processing it.
   

6. Attach PDF: Check this box to include the Sales Order printout.

4. Test the Rule#

1. Click Test Run in the top bar.
2. Select a recent “Submitted” Sales Order.
3. Click Run Test.
4. Review the Execution Trace to ensure the path is highlighted in green.

5. Activate#

1. Close the Rule Builder.
2. On the Rule document, toggle Enabled to Yes.
3. Click Save.

Expected Result#

The next time any user submits a Sales Order, the customer will receive an email automatically.

Common Mistakes#

• Incorrect Field Name: Using {{ doc.email }} instead of {{ doc.contact_email }}. Always use the field picker in the UI to ensure accuracy.
• Email Account Not Set: If your site doesn’t have a default outgoing email account, the email will stay in the “Error” queue.