Configure scheduled actions, email templates, SMS logs, and Discuss infrastructure

Every recurring job in WindoorERP is a record here: mail queues, auto-vacuum, follow-up processing, digest sending, plus the WindoorERP-specific jobs your modules add. The list shows each job's Priority (0 runs first, 10 last), Action Name, Model, Next Execution Date, interval and Active flag; a calendar view of the same action plots jobs by their next run.

The form is compact:

Run Manually executes the job immediately, in your session, exactly as the scheduler would. If a server worker is executing the same job at that moment you are refused with "Job '…' already executing" — and for the same reason a running job briefly refuses edits with "Record cannot be modified right now". Errors the job raises are shown to you in a dialog instead of disappearing into the log.

Failures are tracked per job: a Failure Count and First Failure Date are stamped on every consecutive failed run and reset by any successful one. A job is deactivated automatically only when it has failed five or more times and its first failure is more than seven days old — administrators are then notified in Discuss: "Cron job … has been deactivated after failing … times. More information can be found in the server logs …". A job that times out three consecutive times counts as failed.

The Scheduled Actions Triggers menu lists one-off wake-ups that make a job run before its Next Execution Date — features like "send now" create them internally. They are consumed when the job starts; you never create them by hand.

Jobs worth knowing on a WindoorERP database: Mail: Email Queue Manager (hourly — this is why an email can legitimately sit "in queue" for up to an hour), Mail: Fetchmail Service (every 5 minutes once an incoming server is configured; it ships deactivated), Mail: Post scheduled messages (daily, posts chatter messages queued with Send Later), Digest Emails (daily), Base: Auto-vacuum internal data (daily housekeeping), and the WindoorERP jobs such as Manual: process export jobs. Deactivated rows like CRM: Lead Assignment or automatic invoicing: send ready invoice are features waiting to be enabled, not faults.

Every automatic email — quotation sent, portal invitation, rating request — is rendered from a mail.template record here, so this screen is where you change the wording your customers see. The Body tab is a normal editor; type /field inside it (or {{ … }} in the Subject) to insert a placeholder filled from the record at send time.

Preview renders the template against a record you pick (it preselects the model's first record) in any installed language; a broken placeholder shows its error inside the preview window rather than crashing. Reset Template restores a shipped template to its factory content. Add Context Action puts the template in the ⚙ actions menu of its model so users can send it from any list or form; Remove Context Action takes it out again. Two guards to know: a template cannot be saved on an abstract model ("You may not define a template on an abstract model"), and saving test-renders the dynamic fields — a broken expression is refused with "Oops! We couldn't save your template due to an issue" and the error detail.

Discuss › Messages stores every chatter post, email and comment in the database; Discuss › Notifications stores one row per recipient per message, and that row is where delivery questions are settled. Each row carries the Notification Type (Inbox, Email, SMS, Snailmail), the Status ladder — Ready to Send, Processing, Sent, Delivered, Bounced, Exception, Cancelled — and on failure a precise Failure type: Invalid email address, Connection failed (outgoing mail server problem), Blacklisted Address, Duplicated Email, the SMS failures, and more.

Read the ladder carefully: Sent means WindoorERP handed the message to the mail server; Delivered means delivery was confirmed. A recipient complaining about a message whose row says Sent has a mailbox or spam problem, not a WindoorERP problem. Rows older than six months are purged by the Notification: Delete Notifications older than 6 Months job.

Two configurable models live beside these logs. Subtypes define the events a follower can subscribe to on each model; Default means new followers get that event automatically, and Internal Only means portal followers never receive it — the switch to check when a customer is getting chatter noise they should not see. Followers lists who follows which document and which subtypes they receive.

SMS in WindoorERP is sent exclusively through the Odoo IAP service — there is no SMS gateway to configure, no provider screen, no SMSC host. Sending requires an IAP account registered for SMS with purchased credits; on a fresh WindoorERP database none exists, so an attempted SMS fails with Unregistered Account or Insufficient Credit. Treat these menus as the inspection surface they are.

Phone / SMS › SMS is the outbound log: number, customer, body, and an SMS Status of In Queue, Processing, Sent, Delivered, Error or Cancelled, with a Failure Type naming the cause — Missing Number, Wrong Number Format, Country Not Supported, Insufficient Credit, Unregistered Account, Blacklisted, Duplicate, Opted Out. The queue is drained by the SMS: SMS Queue Manager job. SMS Templates mirror email templates in plain text, with the same placeholders and the same context-action buttons.

Phone Blacklist holds numbers that must never be texted — added by an unsubscribe link or by hand. Every number is validated and normalised to international +974… format on save; a number that cannot be parsed is refused with "… Please correct the number and try again.". The email equivalent is Discuss › Email Blacklist, which refuses non-addresses with "Invalid email address" — blacklisted recipients then fail with the Blacklisted Address / Blacklisted failure types rather than being silently skipped.

The remaining Discuss entries are logs and per-user preferences you will mostly read, not edit:

On ICE Servers, the screen's own guidance is the whole story: "Use your own servers for calls to manage heavy traffic and ensure reliability if Twilio is unavailable." Each record is a stun: or turn: URI with optional credentials; only the first five are used. With none configured, Discuss calls still work on ordinary networks but can fail across strict firewalls.

Activities › Activity Types defines the to-do vocabulary offered on every chatter — each type sets its default summary, its due-date offset (Schedule, counted from the previous activity's completion or deadline), and an Action that hooks special behaviour: Upload Document asks for a file when marking done, Meeting opens the calendar flow. Chaining Type decides what happens when the activity is done: Suggest Next Activity offers the follow-ups you list, Trigger Next Activity schedules one automatically. A type can be limited to one model or usable everywhere.

Activity Plans bundle several activity templates into one checklist — one click on a record schedules the whole sequence, each step with its own type, assignee rule and delay. Activity Overview lists every scheduled activity across all models with its state: overdue, today or planned.

Email › Digest Emails sends recipients a periodic KPI summary — connected users, messages sent, revenue, new leads, opportunities won, open tasks — at a Periodicity of daily, weekly, monthly or quarterly. Any internal user can press Subscribe / Unsubscribe on the form, administrators can edit Recipients directly, and Send Now mails the current numbers immediately without moving the schedule. A digest whose recipients stop logging in slows its own periodicity and says so in the email. Digest Tips is the pool of rotating tips appended to each issue.

IAP › IAP Accounts lists the database's accounts for Odoo's paid in-app services — partner autocomplete, lead generation, SMS. Each shows its Balance, its State (Unregistered, Registered, Banned), an Email Alert Threshold with recipients for low-credit warnings, and Buy Credits, which opens Odoo's external IAP portal — purchases happen there, not inside WindoorERP. The Account Token identifies the account and should be treated as a secret.