Assign and Update a Customer Contact in Sales Orders

Email Recipients receive customer emails, approval requests, and payment notifications for an order. SMS Recipients receive text messages for an order. PDF: Billing Contact is the contact printed on the order's generated PDFs. These settings are separate, so changing one does not change the others.

These controls also apply to quotes. When you create a quote or sales order, select the customer first. To manage a customer's contact list, see Manage Customer Contacts in YoPrint. For customer portal access and invitations, see Manage a Customer's Portal Access.

Choose or replace email recipients

1. Choose Sales Orders from the Sales menu.

   

2. In All Sales Orders, double-click the order ID to open the order.

   

3. On the order, click the edit control beside Email Recipients. The Email Participants window opens.

   

4. Select the contact who should receive messages. You can select more than one contact.

   

   If the person is not listed, click Add Contact in this window, then select them here. See Add a contact for the contact fields.

5. Clear the checkbox beside anyone who should no longer receive messages for this order.

   

6. Click Close. The selected names appear under Email Recipients on the order.

   

Recipient changes save as you make them. Closing the window does not discard a change. Selecting a recipient sets who receives future messages without sending an email immediately.

Edit a contact's details

You can change the Email field in Edit Contact. See Change a contact's email for what changing the email does to portal sign-in.

1. On the order, click the edit control beside Email Recipients to open Email Participants.

   

2. On the contact row, open the three-dot menu.

   

3. Choose Edit Contact.

   

4. Update First Name, Last Name, Email, Phone, or Fax as needed.

   

5. Click Save.

   

6. Click Close on Email Participants to return to the order.

   

Saving updates the contact on the customer record. It does not select or clear that contact for this order's email messages. Use the Email Participants checkboxes to change who receives emails for the order.

Choose the PDF billing contact

1. On the order, click the edit control beside PDF: Billing Contact.

   

2. Open the PDF: Billing Contact dropdown.

   

3. Choose the contact from the list.

   

   Choose No contact to print the customer's primary contact on the PDF.

   After you save No contact, the order summary shows the primary contact's name, and the dropdown keeps No contact as the saved choice.

   

   

4. Click Save. Choose Cancel to leave the billing contact unchanged.

   

The billing contact applies to generated PDFs only. It does not change the order's Email Recipients or the email address the customer uses to open the order in the customer portal.