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ch1259
October 2, 2023
Question

Using variables in a workflow email notification

  • October 2, 2023
  • 1 reply
  • 0 views

Hi - 

 

I am wondering how to add variables (vendor name and amount, mainly) to the email notifications that are sent when a task is assigned through Workflows.

 

The help guide says to click on the "Add Variable" button when you are editing the email notification. But there is no such button.

 

When I try to use the variable code "QBO:Vendor Name", as an example, it literally spits out that text in the email, not the actual vendor name. Same for "#Vendor Name". 

 

Any help would be appreciated.

1 reply

JaeAnnC
JaeAnnC
October 2, 2023

I can see that you want to add a Vendor Name in your email workflow, @ch1259. Let me share information about the variables available in QuickBooks Online (QBO).

 

When creating a workflow in QBO, the variables are dependent on the entry type you want to automate. That said, I recommend choosing a vendor transaction, such as a Bill Payment, so you can add a Vendor Name.

 

Additionally, you may want to create reports in QBO to have detailed information about the different areas of your business. Doing so allows you to monitor your expenses and track the status of your bills.

 

Please know I'm only a couple of clicks away if you need anything else about workflows. I'll always be right here, ready to help you out again. Stay safe and have a great day ahead!

C
ch1259Author
October 2, 2023

Hi JaeAnn -

 

The issue I am having is that this dropdown you show in red is not working. The dropdown of variables appears when I am editing the notification but when I select one it does not actaully insert into my draft. I type the # > click on one of the variables in the dropdown > and only the "#" remains when done i.e. nothing actually shows up.

 

Thats why I was trying to manuall type "QBO:[VARIABLE NAME]" or "#[VARIABLE NAME]"

S
SheandL
October 2, 2023

Thank you for getting back in the Community, @ch1259. 

 

Your concern regarding the missing dropdown variable may due to a possible browser cache issue.

 

The reason why we need to clear our browser's cache is because it can help you access your websites and run the browser properly. You can also use other accessible browsers to add your variable correctly. Here's how:

 

  • Google Chrome: Ctrl + Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Safari: Command + Option + P

 

If your concern persists, try contacting our Customer support team, as they have the proper tools that can help you. 

 

You can take note that our support hours on Plus, Essential, and Simple Start are from Monday to Friday every 6 AM to 6 PM, and Saturday from 6 AM to 3 PM PT. Advanced is any time, any day. 

 

  1. Sign in with your QuickBooks Online company.
  2.  Go to Help. 
  3. Select Search, then click Contact Us.
  4. Write your issue or concern and click Continue.
  5. Choose a way to connect with them.

 

If you want to send reminders to others at a specific time, using workflows can automate payment reminders to customers. 

 

Feel free to comment below if you have other questions regarding workflows. The Community will always be here to help and answer your questions. 

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