Reasoning Behind the Existence of Contact Extra Fields

Organizations, upon receiving orders from their customers in Storefront, need to know the exact email address of the Storefront user who placed that order, to then be able to have the Order Confirmation Notification Email also be dispatched to that email address. Therefore, if a custom field inside each Contact of your Account contains the email address of the Contact, then that Contact, each time it places an order either via the BSS portal or most importantly via the Storefront portal, can have its email served to the system to be passed on to the Notification Email module responsible for the dispatching of Order Confirmation emails. As a result, once a Storefront user places an order, the email address of that order will be the actual one from the Contact and not a generic one that the Storefront portal used to have in the past (and was kept in the merge field called Creator). To streamline this process, interworks.cloud has introduced the availability to its customers to create custom fields inside their Contacts that are linked with the Orders module. Users can create for example a custom field called Creator’s Email and utilize it inside the (systemic Customer Notification) Order Confirmation Notification Email Template to be able to dispatch that email also to that email address once an order is placed and completed (from the Storefront). This Contact custom field (that you can call it as you like) which in this example case, is called Creator’s Email (meaning the email of the creator of the Order), must be alphanumeric. Moreover, a Contact can have one or more custom fields.

Adding the Extra Field(s) in the Contact Page

If you want to retain and then utilize certain order-specific information from the Contact that created that order (from Storefront) and pass it on to the Order Confirmation Notification Email, you can publish Contact custom fields on the "Contact" page in the BSS portal and then fill them in. In this case, you can create the Creator’s Email Contact custom field, as per our example that follows, and then fill it in with the actual email address of that Contact.

1. Navigate to BSS Setup > Office > Contacts > Custom Fields. You can click on the Add button to create your custom field by following the instructions on the "Customize Entities Fields" page.

2. For this Custom Field example, the field called Creator’s Email (the email of the creator of the order) must be created.

3. After creating it and providing a name for that custom field, you need to ensure that in the Field Details tab the “Value Type” field is set to the Text option.

4. Lastly, you have to Save the custom field, after the creation and the changes (if applicable).

Open

The Contact custom field(s) that you have created will appear on the Contact page(s) in the BSS portal such as the one displayed below.

Open

Once this field is filled in, with for example an email address value, and then the Order Confirmation Notification Template (under the BSS Setup > Administration > Notifications > Customer Notification > Orders > Storefront Order Submission) is updated by including the custom field of the Creator’s Email (for example inside the CC field of the email), each new Order Confirmation Email that is dispatched because of a new Order placement via the Storefront will also be dispatched to the CCed email, meaning the Contacts email.

Displaying Contact Custom Fields in Reports & Notifications & Advanced Search

The Contact custom (extra) field(s) can be also utilized not only inside the Notification Emails but also inside Reports and in the Advanced Search feature of the BSS portal.

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