Email Workflow automatically emails the right person when a WTN is created or submitted to DWT — no manually attaching a PDF and sending it yourself. It’s currently in Beta.

What Is Email Workflow?

Open it from Work Flows → Email. For each of the four roles on a WTN — Producer, Broker, Carrier, Consignee — you can set an action for two separate triggers:

  • On WTN Creation — fires the moment a WTN is saved.
  • On DWT Submission — fires when the record is submitted to Digital Waste Tracking.

Each role/trigger combination can be set to:

  • Off — no email sent.
  • Send Copy (view only) — the recipient gets a link to view the document. No signature required.
  • Request Signature — the recipient gets a secure signing link and is required to sign as that role.

Broker only applies to a WTN that actually has a broker set — most WTNs won’t trigger a broker email since the role is optional.

How Recipients Are Resolved

This is the part worth understanding before you turn anything on: the recipient is always resolved from your Customer pick list — never from the raw email typed on the WTN itself.

WasteBolt takes the name on the WTN’s producer, broker, carrier or consignee field and matches it against your saved Customer pick list by business name. A customer is only emailed if both of these are true on their pick-list record:

  1. They have a default email set.
  2. Their “Include in Email Workflow” toggle is switched on — this is off by default, so nobody gets auto-emailed until you deliberately opt them in.

Why it works this way: turning a rule on for a role (e.g. “Request Signature” for Producer) only controls whether an email goes out for that role in general — it doesn’t email everyone automatically. The actual person only gets emailed once their specific customer record is opted in too. This two-step design means you can’t accidentally blast every customer just by saving a rule.

If the name on the WTN doesn’t match any saved customer, or the matched customer has no default email, no email is sent — and no error is shown to the person creating the WTN.

Setting Up Email Workflow

  1. Open Work Flows → Email.
  2. Choose an action for each role — set On WTN Creation and On DWT Submission independently for Producer, Broker, Carrier and Consignee.
  3. Click Save Settings.
  4. Opt in your customers. Open each customer’s record in your Customer pick list, set their default email, and switch on Include in Email Workflow. Nothing sends until this step is done for that customer.

What the Recipient Receives

A branded WasteBolt email, worded differently depending on the action:

  • Request Signature — “You have a Waste Transfer Note to sign”, explaining they’re required to sign as that role, with a Sign button linking to a secure signing page. The link expires in 7 days.
  • Send Copy (view only) — “[Your business] shared a Waste Transfer Note with you”, explaining a copy was shared and no action is required, with a View button.

This also covers Season Tickets — the email automatically refers to a “Waste Season Ticket” instead of a “Waste Transfer Note” when that’s what triggered it.

Recent Sends: Tracking What Was Emailed

The Recent Sends list at the bottom of the Email Workflow page shows a log of recent attempts by WTN reference and role, each with a status:

  • Sent — shows the recipient’s email address.
  • Not opted in — the matched customer either isn’t opted in to Email Workflow, doesn’t have a default email set, or no matching customer was found at all.

Each WTN, trigger and role combination only ever sends once — reopening or re-viewing a record won’t trigger a duplicate email.

Frequently Asked Questions

Why does a customer show “Not opted in” even though I set a rule for their role?

Setting a rule controls whether an email goes out for that role in general — it doesn’t opt every customer in automatically. The specific customer matched to that role on the WTN also needs a default email and “Include in Email Workflow” switched on in their own pick-list record.

What if the name on the WTN doesn’t match a pick-list customer?

No email is sent. Recipients are only ever resolved from your saved Customer pick list, matched by business name — never from free text typed directly on the WTN. Keep your pick list accurate and this resolves itself.

Does Email Workflow work for Season Tickets?

Yes — the same rules and triggers apply; the email wording just switches to “Waste Season Ticket”.

Can I opt in one customer without affecting others?

Yes — “Include in Email Workflow” is set per customer, so most of your list can stay opted out while a handful you trust are opted in. It’s off by default for every customer.

Will the same person be emailed twice for the same WTN?

No — each WTN, trigger and role combination sends at most once, even if the record is viewed or reopened again afterwards.

How fast does the email go out?

Processing happens automatically in the background, typically within moments of the WTN being created or submitted to DWT.

What’s Next