Order Email Field for Product Records

Background Summary

Currently, when an order is placed for a product, the vendor isn't directly notified if they do not hold Box+Bestow inventory, such as vendors outside our 3PL. To facilitate more efficient communication and order management with our vendors, we aim to add an "Order Email" field to each product record. This email address will receive all order details associated with its product, including the invoice.

User Need/Problem

Super Admins need to manually notify vendors when an order is placed for their product, especially for vendors who do not hold Box+Bestow inventory. This is a time-consuming process and can result in delays, inefficient communication, and increased risk of errors.

Solution

We propose the following solution:

Order Email Field: Create an "Order Email" field for each product record on the product management page, accessible only to Super Admins. This email address will be designated to receive order notifications and invoices for the associated product.

Automated Email Notification: When an order is placed, an automatic email will be sent to the specified "Order Email" address.

This email will have the invoice attached and reference:

Sender Name

Sender Email

Recipient Name

Recipient Address

Recipient Suite Number

Recipient City

Recipient State

Recipient Zip Code.

Visibility Restrictions: This email address will not appear anywhere else on the platform, similar to the low inventory notice email. It should be kept confidential to prevent misuse.

Post Mortem (Not Infomaze)

After implementation, we will:

Monitor Efficiency: Keep track of order processing times and evaluate if the automated email system improves efficiency in communication and order fulfillment.

Collect Feedback: Obtain feedback from Super Admins and vendors to assess the effectiveness of the new feature, and if it has made their job easier.

Audit and Update: Based on feedback, conduct periodic audits to ensure proper functioning of the feature. Any issues discovered or improvements suggested will be considered for future updates.

Evaluate Impact: Determine the impact of this new feature on overall operational efficiency, vendor satisfaction, and whether it reduces manual work for Super Admins.