Notifications and emails
What the bell shows, which events email whom, and how an approval link opens on your phone or in your browser.
SalesYatra tells you two kinds of things. Something is waiting on your decision, or something you raised has moved on. Each event reaches you twice, as an email and as an item under the bell, and both come from the same place, so they always agree.
The bell
The bell is at the top right of every screen.
- The red number counts notifications you haven't opened yet. It leaves out any request that somebody else has already decided, even if you never opened it. Past nine it reads 9+.
- Select the bell to see your 30 most recent notifications, newest first. Each one names the kind of record and its number, how long ago it arrived, and one line on what happened. A blue dot marks unread notifications that are still current.
- Select a notification to open the record it is about. Opening it marks it read.
- Mark all read clears every blue dot at once.
When several people were asked to decide the same thing, the first decision closes the request on every bell it went to. Your copy greys out and shows how it ended and who decided, for example Approved by Rohit. You can still see it, but it no longer counts against you.
The bell checks for new notifications every minute, and again whenever you come back to the tab. With nothing to show, it says Nothing yet. Approvals and decisions on your records show up here.
Who is told what
Waiting on your decision
These go to the person who has to decide. The email subject reads like SalesYatra: Order SRV/ORD/0826/36 awaiting validation.
| When | Who is asked |
|---|---|
| An employee submits an order | Their approver |
| A manager approves an order | Every administrator, to approve |
| An employee raises a stock, sampling or workshop request | Their approver |
| A manager validates a request | Every administrator, to approve |
| A rep sends a travel plan for approval, before the trip | Their approver |
| A rep sends a plan's days for validation, after the trip | Their approver |
| Two claims look like one cost claimed twice, and both are held | The manager over both people |
"Their approver" is the first active manager above them in the reporting line who has an email address. When there is no such person, the administrators are asked. The foot of your sidebar names your own approver. See Roles and permissions.
An order billed to a name the rep typed carries a line telling the approver that the name is not on the dealer list yet. The final approval adds it. See Billing parties.
News about your own records
These go to the person who raised the record. The email subject reads like SalesYatra: Order SRV/ORD/0826/36 APPROVED, and the note the approver typed, if any, is quoted.
| When | What you are told |
|---|---|
| Your manager decides on your order | APPROVED BY YOUR MANAGER or REJECTED |
| An administrator decides on your order | APPROVED or REJECTED |
| Your order is dispatched | DISPATCHED with the invoice number, once every book has gone. When the warehouse sends only part of it, PART DISPATCHED, with which consignment it was and how many books are still to follow. Each email carries that consignment's invoice as a PDF. |
| The balance of your order is closed | BALANCE CLOSED, with how many books won't be sent and why. Sent when somebody other than you closes it. |
| The warehouse attaches the bilty to your order | IN TRANSIT with the bilty number, the courier and the docket number, and a link to the order, where the bilty's picture is. A corrected bilty says "(corrected)". |
| Your manager decides on your request | VALIDATED BY YOUR MANAGER or REJECTED |
| An administrator decides on your request | VALIDATED or REJECTED |
| The warehouse ships your request | SHIPPED or PARTIALLY SHIPPED |
| Your manager decides on your travel plan | APPROVED or DECLINED before the trip, VALIDATED or REJECTED after it |
| A claim of yours is held because it matches another claim | That it's held, what it matched, and that you can remove yours if you travelled together |
| Your manager decides on a held claim of yours | PASSED FOR PAYMENT or NOT PAID with the reason. NO LONGER HELD if the other person removed their claim. |
| Schools are added to your patch | ASSIGNED TO YOU, listing the new schools |
| A bill on one of your schools goes overdue | One email listing every newly overdue bill, sent once per bill. Nothing is sent to the school. |
| A cheque from one of your schools bounces | BOUNCED, with the amount now owed again |
| The accounts desk can't find a collection you recorded | NOT FOUND IN THE ACCOUNTS, with the desk's reason |
SalesYatra looks for newly overdue bills every morning, and again whenever someone opens Accounts → Home or a rep opens Dues.
The warehouse, returns and stock
| When | Who is told |
|---|---|
| An order or request is released to a warehouse employee | That employee, ASSIGNED TO YOU, with a link to the dispatch queue |
| Books come back to the warehouse | Every administrator. From a school or trade party, the accounts desk too, since the party is owed a credit note, and for a school, the school's rep. From a stock or sampling request, whoever raised the request. |
| A school's return is credited, or taken back without a credit note | The school's rep, or whoever raised the order for an older return recorded against an order |
| A return is cancelled | Whoever recorded it, and the rep it concerns: the school's rep, whoever raised the request, or whoever raised the order for an older return |
| A dispatch takes a title below the stock alert level | Every administrator |
| The warehouse sends its shortfall | Whoever the warehouse sends it to: every administrator, the employees it picks, or every employee. The spreadsheet is attached, and an employee's notice opens their orders |
For the full journey of each record, see Workflows.
The invitation and password-reset emails are covered in Signing in. Separately, the accounts desk can have a firm email each invoice and credit note to the school or trade party as it is issued. That is a setting per firm, under Setup.
Approval links
An email asking for a decision has a button such as Review this order. Under it the email says: Opens in the SalesYatra app if you have it installed, otherwise in your browser.
Tap the button
A short page opens, titled Opening your order (or request or travel plan).
SalesYatra picks the app or the browser
On a phone, SalesYatra tries the app first. If the app doesn't take over within about a second, the portal opens in the browser instead. On a computer it goes straight to the portal.
Decide
You land on the Approvals screen, on the right tab, with the record open. In the portal, that is the Orders, Pending review or Travel plans tab. The app opens its Approvals tab the same way.
If the automatic choice goes the wrong way, the page keeps two buttons on screen: Open in the SalesYatra app and Continue in the browser.
A few asks link straight to the portal's Approvals page rather than trying the app: the administrators' final approvals, with Review order and Review request, and a travel plan waiting for approval before the trip, with Review travel plan. A stock, sampling or workshop request always opens on the portal too, because the app has no screen for requests; its page offers no Open in the SalesYatra app button.
If you are signed out
- In the app, sign in and the app goes on to the approval you opened.
- In the browser, you are asked to sign in first, and you then land on your usual home page. Open the email link again, or go to Approvals.
If the item has already been decided
The Approvals page opens with a notice: That item is no longer waiting on you — it may already have been decided, or it belongs to another queue. Everything still pending is below. Nothing is wrong. Select Dismiss and carry on with the queue. The bell shows who decided it.
A link whose address was damaged in transit opens the Approvals page, where the item is waiting anyway.
Links for retired features
Visits no longer need approval, and expense reports were replaced by daily expenses. Emails sent before those changes still work:
- An old visit approval link opens the visit itself. In the app, it opens the Visits tab.
- An old expense report link opens Daily Expenses. In the app, it opens the Plans tab, because the app keeps claims on a plan's days.
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