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      How to send orders to vendors via email from Galley

      Step-by-step guide for customers on how to set your configuration and start sending orders to vendors via email.

      Before you can start sending orders via email, there are a few steps to set up your domain authentication and the email addresses you will use.

      Setting up domain authentication is a critical step when establishing your account. This process is essential for ensuring the optimal deliverability of your emails. Domain Authentication not only enhances your email delivery rates but also boosts trustworthiness with both email inbox providers and your recipients.

      Here are the steps to follow:

      Step 1 - Receive Domain Authentication keys

      When onboarding the Purchasing Module, Galley's team will create and share Domain Authentication keys with you.

      Step 2 - Setup CName Keys

      Before sending emails from third-party domains, Galley needs to verify the email domains.

      When sending email, you must set Domain Name System (DNS) records on the domain. Instructions for setting DNS is beyond the scope of this document.

      Setting DNS allows the domain to:

      1. Communicate to receiving email servers that you own the domain from which the email was sent.
      2. Verify that you have given the sending email server permission to send email on behalf of the domain.

      Tip: Domain Name System (DNS) is a naming system for domains on the internet.

      It resolves domains that humans can remember, like galleysolutions.com, to IP addresses that belong to specific computers.

      To do that, you have to add a CNAME record and Domain Authentication keys created by Galley's team to your domain's DNS records.

      This step may vary according to each hosting provider, so be sure to consult your provider's documentation.

      As a reference, here are some hosting provider documentation samples:

      Note: If you don't know how to do this step, please share the keys with a trusted coworker with technical expertise to support you.

      Important: Once your CNAME keys are recorded, let the Galley team know so Galley can verify internally if the configuration is correct.

      Step 3 - Setup Emails

      Once your domain is verified, you can start configuring the email addresses to be used when sending vendor orders via email.

      Note: Galley allows setting of multiple emails per Vendor per Location.

      The following are the steps to set both "Destination" and "From Addresses"

      1. Click the Profile icon (top-right).
      2. Click Settings to go to the Settings page.
      3. Click the Orders Settings tab.
      4. Under the Your Locations pane (left side), click the desired location.
      5. In the Vendors pane (middle), click the desired Vendor.
      6. Under Order submissions settings (right side), enter the From address.
      7. Enter one (or more) Vendor email addresses. Click "Add email" to add additional Vendor email addresses.
      8. Turn on the on/off toggle (the word "On" will turn blue when the feature is enabled).

      Step 4 - Send the orders

      Now that you are all set to send orders to vendors, you only need to create a purchase order, click on the 'Action' dropdown, and click 'Send to Vendor'.

      Note: The option to 'Send to Vendor' is disabled for vendors who are not configured to receive orders via email.

      After that, Galley may take a few seconds to send the order PDF, and for that reason, the Order status will appear as 'Sending'.

      Once the process is successful, the Order will be marked as 'Sent'.

      Note: If Galley fails to send the order via email, its status will be marked as 'Sending Failed'. If that is the case, you can click the 'Action' dropdown again and select the 'Resend by email' option.