Use Gmail for an invoice reminder after a reported payment
Example: A customer tells the owner it paid an invoice. The next reminder draft gives an unpaid state.
Keep Gmail as the source for its records. A Righthand can use available information for the decision below.
This article is from Righthand. The example and result are illustrative. This guide has no executed integration test.
The customer task
A customer tells the owner it paid an invoice. The next reminder draft gives an unpaid state.
Provider documentation. The documentation gives information about draft creation, replacement, and sending. A draft is an unsent message, and sending produces a sent message.
Make account access explicit
If Gmail is available in Connections, connect the intended account. Give the Righthand access to that connection.
Provider documentation does not establish installed Righthand operations. Examine the connection’s available tools before assigning direct account work.
For direct account work, the connection must have the necessary read or write operation and permission. If that operation is unavailable, supply the information in a message. The owner must make any account change in that case.
Connection Permissions gives information about account access and tool permissions. Give only the access necessary for the identified task.
The request to the Righthand
Read the supplied customer reply and reminder draft.
>
Prepare a response that records the reported payment.
>
Send payment verification to finance staff.
>
Get approval before sending another reminder.
>
Send the owner the result before 3 PM Friday.
>
Use Pacific time.
Use the provider records for the result
Use the exact mailbox and recipient list for the task. Examine subject, body, and attachments before sending. Draft creation does not establish customer receipt.
A reported payment and a verified payment are different evidence states.
For a permitted write, examine the resulting account record. A proposal does not establish a completed change.
For an external message, identify the recipient and permitted task. Ask uses an explicit instruction or approval. Connection tool permissions are another required control. Communications Policy.
An illustrative result and next step
The customer tells the owner it paid Monday. Finance confirmation remains absent, and the reminder must have a decision.
Finance staff examine payment before the owner selects the next message.
Try one account task
- Give the Righthand one identified source record.
- Compare its result with that source.
- Examine the account record after a permitted write.
- Examine the work in Activity.
If a direct operation is unavailable, give the source information in a message. This does not establish a direct integration.
When the account tools are sufficient
Use Gmail directly when its existing view gives the complete answer and no other conversation is necessary. A person can make the decision from that view.