Using Dynamic Fields in Email Server Preferences

Applies To

• Retail Pro Prism
• Admin Console
• Email Server Preferences
• Emailed documents and POS receipts

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Overview

Retail Pro Prism allows dynamic fields to be used in email subject lines for emailed documents and POS receipts. This TechByte explains:

• Where dynamic fields can be used
• How to format them correctly
• Important limitations to avoid errors
• How to identify supported fields using API Explorer

 

Email Subject Line Options

Within Admin Console → Node Preferences → Hardware → Email Server Preferences, there are two configurable subject line fields:

Preference	Usage
Document Email Subject Line	Used for all emailed documents except POS transactions
POS Receipt Email Subject Line	Used only for emailed POS receipts

 

Important Limitations

When using dynamic fields in subject lines:

• Each subject line preference supports only one document type
• Different document resources do not share the same attributes

 

Example:

• transferslip includes the InStoreName attribute
• voucher does not include InStoreName

Attempting to use an attribute that does not exist for the document type being emailed will result in a red toast error in Prism.

This limitation applies to:

• Document Email Subject Line
• POS Receipt Email Subject Line

 

 

Dynamic Field Syntax

Dynamic fields must be enclosed in double curly braces:

{{Attribute_Name}}

Example:
To display the document number in an emailed receipt subject line:

{{Document_Number}}

Static text may also be included:

Your Document: {{Document_Number}}

Finding Available Fields

Dynamic fields are sourced from Prism REST resources.

Steps to Locate Attributes

1. Open API Explorer
2. http://[server_name]/api-explorer
3. Log in and select the Services tab
4. Browse the appropriate service and REST resource
5. Review the list of available attributes for that resource

 

POS Receipt Email Subject Line

• Applies only to emailed POS receipts
• Only attributes from the document resource may be used

Example

1. In API Explorer, locate:
2. Services → document
3. Identify the desired attribute (e.g., Comment1)
4. Configure the subject line as:
5. {{Comment1}}
6. Save changes

 

When a receipt is emailed, the subject line will use the value stored in the Comment1 field of the document.

Document Email Subject Line

• Applies to non-POS documents such as:
  • Vouchers
  • Transfer slips

Example

To include the store name in the subject line of an emailed transfer slip:

{{InStoreName}}

To locate additional attributes:

API Explorer → Services → backoffice → REST Resources → transferslip

 

Common Error Scenario

If a subject line is configured with a dynamic field that does not exist for the document being emailed, Prism will display a red toast error, and the email will fail.

 

Key Takeaway

Dynamic email subject lines in Prism are powerful but resource-specific. Always ensure the attribute used exists in the REST resource associated with the document type being emailed