Overview

You can put a supplier portal link directly into an email sent by an automation rule. The supplier then gets one message from you instead of your email plus a separate Luminous portal-link email.

Before you start

  • The Supplier Portal must be turned on under Settings → Purchase Orders. You don’t need to fill in Supplier Portal Address unless you host the portal on your own domain. Leave it blank and suppliers are sent to your standard portal address.
  • The rule must be triggered by a purchase order or a work order.
  • The email must go to supplier contacts. Enable the supplier contact recipient option in the Send email action.
  • The supplier contact needs an email address and must belong to that order's supplier.

Steps

  1. Open your automation rule, for example the one that fires when a PO is created.
  2. Edit the Send email action.
  3. Under recipients, enable the supplier contact option.
  4. In the email body (or subject), type the placeholder {{ supplier_portal_link }}. For example: Please review and confirm this order: {{ supplier_portal_link }}
  5. Save the rule.

What happens when the email sends

  • Each supplier contact receives a link made for them, so you can see who responded. Links are not shared between recipients.
  • If the subject and body both use the placeholder, they share the same link.
  • The link is created at send time, only when the placeholder is present.
  • A note is added to the order's activity history each time a link is generated for an automation email. The link itself is not stored.

When the placeholder renders blank

The email still sends, but the placeholder is replaced with nothing when:

  • the rule's trigger is not a purchase order or work order;
  • the recipient is not a supplier contact (for example a direct email address you typed in);
  • the Supplier Portal is turned off;
  • the contact is not one of that order's supplier's contacts.

The built-in "Also send a portal link" checkbox on Send to contacts still sends a separate system email. Use the placeholder only if you want the link in your own message.