Overview
Quipli's email customization settings let you control which emails get sent to your customers, their representatives, and assigned order contacts. There are three layers to understand: global settings, representative roles, and order-level representatives.
Where to Find It
Navigate to Settings → Email Customizations → Customer Emails
Layer 1: Global Settings (Customer Emails tab)
This is your master on/off control for each customer-facing email.
- Yellow toggle = ON — that email type is active and will be sent (as long as the rest of the setup is in place)
- Grey toggle = OFF — that email type is disabled globally and won't send to anyone
"Send to Assigned Order Representative" checkbox
Within each email's settings, there's a checkbox labeled Send to assigned order representative. This controls whether the person assigned as a representative at the order level also receives that email.
- ✅ Checked = the order representative gets a copy
- ☐ Unchecked = the order representative is excluded, even if one is assigned
Use this if you want to prevent order representatives from receiving high-volume customer emails.
Layer 2: Representative Roles
Where to find it: Settings → Email Customizations → Representative Roles
Representative roles let you create named roles (e.g., "Accounting," "Operations") and define exactly which emails each role receives every time an order is created.
To create a role:
- Go to Customers → Representative Roles → Add New Role
- Click to create a new role
- Enter a role name
- Check the boxes for each email type that role should receive
Example: An Accounting role might only need the "Rental/Sale Order Completed – Invoice Attached" email. You'd check that one and leave the rest unchecked.
Assigning roles to representatives:
Once roles are created, go to Manage Customers, open a company record, and assign a role to each representative contact on that account. The representative will then only receive the emails tied to their assigned role.
Important: Representative roles apply at the Company(customer) level - so even if they are not assigned to an order they would receive any checked options within their role on every order.
Tip: You can create a "No Email" Role and select 1 email option like "Welcome Message" so that the only email they would ever receive is if they sign up on your customer portal online, which does not generally happen with representatives
Layer 3: Order-Level Representatives
When you assign a representative directly to an order, that person's email behavior is controlled differently:
- Representative role email settings do not carry over to order-level assignments.
- Instead, what determines whether an order rep gets emails is the "Send to assigned order representative" checkbox back in the global settings (Layer 1).
In plain terms:
- Company contact with a role → follows their representative role email settings
- Person assigned as a rep on a specific order → follows the global "Send to assigned order representative" toggle for each email type
Quick Reference
| Scenario | Where to configure |
|---|---|
| Turn an email type on/off for everyone | Settings → Email Customizations → Customer Emails (toggle) |
| Exclude order reps from a specific email | Settings → Email Customizations → Customer Emails → uncheck "Send to assigned order representative" |
| Give a customer contact filtered emails by role | Settings → Email Customizations → Representative Roles |
| Assign a role to a customer contact | Manage Customers → [Company] → Representatives |