Multiple Items to one email recipient

bucobill

I have spent about 4-5 days trying various combinations and plenty of research to try and resolve this issue.

We want to send out orders to the one vendor via email. We have a document that produces a report of all items sold by the vendor however when we send the email it sends one for each item they have sold. So if they sell 2 items they get two emails if they sell five items they get five emails.

We want to send only a single email and have no repeating for that item sold.

We use the following Process with rules
Order.Item.Sent='Not Sent'
FIND Item WHERE Item.Vendor.CompanyName=Item.CompanyName AND Item.Sent='Not Sent'
Process_2

Process 2 (Item input)
Item.Sent='Not Sent' SEND Order TO Item.Vendor
Item.Sent='Sent'
Item.Sent='Sent' DISPLAY MESSAGE 'Order was sent'

We have tried in the FIND action in Process 1 IN BATCH OF 1
We also tried to include in the vendor EmailSent with Sent or Not Sent
We added in process 1 in Find AND Item.Vendor.EmailSent='Not Sent'
And then tried to change the Vendor.EmailSent='Sent' after email goes out.
All of this still creates multiple emails based on the number of items.

I would really appreciate help. Thank you

Rennur

Have looked into:
MERGE INTO ONE
for documents?

bucobill

It is not the document I have issues with it is the email itself being sent multiple times.
For each Item sold the system sends out an email. All of the items are listed inside of one order.

I attempted adding MERGE INTO ONE but cannot figure within the rules shown originally where to add it.

I know others have had to encounter this issue when selling items on behalf of vendors.

So I tried Order.Vendor to send the email to and that hasn't worked either.
My Order BO has a reference to Vendor with a 1 to 1 relationship.

With that being said the order doesn't automatically display in the vendor area.

So I have also tried
FIND Vendor Where Vendor.OrderNumber=Order.OrderNumber

(( Not Part Of Code))THE Vendor OrderNumber is a shortcut in the Vendor BO and comes from Order.OrderNumber.

SEND Order To Vendor

I appreciate your help just going in circles here trying to figure this out.

Rennur

My Order BO has a reference to Vendor with a 1 to 1 relationship.

So the Vendor cannot have multiple Orders? All items sold go to this one permanent Order?

We have a document that produces a report of all items sold by the vendor however when we send the email it sends one for each item they have sold. So if they sell 2 items they get two emails if they sell five items they get five emails.

Is this Order is scheduled to be emailed at the end of the day?
If so, you want to email only one instance of this Order with all the items purchased listed.

For each Item sold the system sends out an email. All of the items are listed inside of one order.

Does the Order work like a shopping cart where you select multiple items then on checkout 1 Order is created for all those items?
OR
As soon as someone buys an item, the system send out an email for that item only and not the whole order. That item status then becomes 'SENT'.
When would an item be 'Not Sent?

bucobill

The vendor can have multiple orders so that seems to be an issue. I don't know when we changed it or why? Maybe we did it to carry over a shortcut. But in that instance you are right.

Is this Order is scheduled to be emailed at the end of the day?
If so, you want to email only one instance of this Order with all the items purchased listed.

We can do an email at a set time if it is easier. However we wanted to do more like a shopping cart where a customer can purchase multiple items from multiple vendors and send 1 email per vendor for all items purchased in the order that are their items.

The Not Sent we did based upon some prior posts in the forum we read. In hopes of switching the status to sent after sending email so it didn't resend.

We are very open to whatever the forum suggests. Thank you Rennur.

Rennur

We can do an email at a set time if it is easier. However we wanted to do more like a shopping cart where a customer can purchase multiple items from multiple vendors and send 1 email per vendor for all items purchased in the order that are their items.

Each item should have a Vendor (Vendor as the Owner). Since Order contains items from multiple vendors, probably email out notifications for items individually.

Maybe something line this might work?
FIND Item WHERE Item IN Order.Item AND Item.Status<>'SENT' IN BATCHES OF 1
SEND ItemDoc to Item.Vendor
Item.Status='SENT'

bucobill

From support this ended up working maybe it will help others.

Find Item Where Item IN Order.Item
Item.Status = 'Sent'

FIND Vendor WHERE EXISTS Item WHERE(Item.Media.Vendor=Vendor AND Item.Order=Order)
SendToVendor

DISPLAY MESSAGE 'Order was sent'

where SendToVendor process (takes Vendor object as input) has just one action:
SEND Email TO Vendor