Purpose
The Handling Confirm transition sends a handling confirmation to the customer and/or other stakeholders. It generates a handling confirmation PDF report and emails it to selected recipients (debtor, operator, and/or trip support provider).
To customise the contents of the Handling Cancellation Email, refer to How to edit Email Message Template Settings and Handling confirmation e-mail
When to Use
Use this transition to:
- Officially confirm a handling request with the customer
- Send the handling confirmation PDF to the debtor, operator, or trip support provider
- Update external remarks visible to the customer
- Document the confirmation in the order's audit log
This transition is typically placed in the order workflow after the handling request has been reviewed and approved, marking the point where the customer receives formal confirmation.
Screen Elements
Print Section
- Print handling request: Link to preview/download the handling request report
- Print confirmation: Link to preview/download the handling confirmation report
Handling Confirmation Recipients
- Email confirmation to debtor [Name]: Checkbox to include the debtor. Dropdown shows available email addresses (Email1, Email2) for the debtor contact. Only shown if the debtor has an email address and is not a carnet-based debtor.
- Email confirmation to operator [Name]: Checkbox to include the operator. Dropdown shows available email addresses. Only shown if the operator is different from the debtor and has an email address.
- Email confirmation to trip support provider [Name]: Checkbox to include the trip support provider. Dropdown shows available email addresses. Only shown if the trip support provider is different from both debtor and operator and has an email address.
- Additional email addresses: Free text field to enter additional email recipients (comma or semicolon separated)
- Attach order reports: Checkboxes for each report configured on the transition (pre-checked by default)
- Attach template documents: Checkboxes for each template document configured on the transition (pre-checked by default)
Remarks
- External remarks: Multi-line text field showing and allowing edits to the order's external remarks (visible to customers)
- Internal remarks on this order: Multi-line text field for internal order remarks (only shown when ShowOrderInternalRemarks=true)
Audit Section (when configured)
- Audit remarks: Multi-line text field for internal audit trail notes (only shown when transition has "Require audit log remark" enabled)
Custom Properties (when configured)
- Custom property fields as configured on the workflow transition
Configuration Settings
Transition-Specific Settings
| Setting | Type | Default | Description |
|---|---|---|---|
| Subject | string | From system settings | Override the default email subject text |
| Body | string | From system settings | Override the default email body text |
| Setting | Type | Default | Description |
|---|---|---|---|
| ShowOrderInternalRemarks | bool | false | When true, displays an editable internal remarks field for the order |
| showWarnings | bool | true | When false, suppresses warning messages in the transition screen |
Configuration Examples
Show internal remarks field
Validation
- Single selection only: This transition only works with a single order. Selecting multiple orders will show an error: "You have selected multiple items. This transition is only allowed for single items."
- Audit remarks required: If the transition is configured with "Require audit log remark", the audit remarks field must be filled in
What Happens When You Submit
- The order's external remarks are updated with the value from the form
- If ShowOrderInternalRemarks=true, internal remarks are also updated
- Custom property values are saved (if any are configured on the transition)
- The order is recalculated and saved
- For each selected recipient:
- A handling confirmation PDF is generated (including any Confirmation Auto-Add Documents)
- Any additional attachments (order reports, template documents) are included
- An email is sent with the configured subject and body
- An audit log entry is created recording that the email was sent
- If audit remarks were entered, they are added to the order's audit log
- The order is moved to the next workflow state
- The user is redirected to the order details page with the print confirmation dialog automatically opened
Related Settings
FBO Location Settings
| Setting | Description |
|---|---|
| HandlingConfirmationMailDefault | Controls whether email checkboxes are checked by default (true/false). When false, no email recipients are pre-selected. |
| HandlingOperatorMailDefault | When true and HandlingConfirmationMailDefault is also true, the operator email checkbox is checked by default. |
| HnConfirmationEmailSubject | Default email subject line for handling confirmations |
| HnConfirmationEmailBody | Default email body text for handling confirmations |
| HnHomeOperatorConfirmationEmailBody | Email body used when the order uses a home operator workflow |
Workflow Transition Configuration
| Option | Description |
|---|---|
| Require audit log remark | When enabled, the audit remarks field becomes mandatory |
| Attach Order Reports | Configure which order reports should be attached to the email |
| Attach Template Documents | Configure which template documents should be attached to the email |
| Workflow Transition Custom Values | Configure which custom property fields should appear on this transition screen |
Application Settings
| Setting | Description |
|---|---|
| IsHtmlEditorEnabled | When true, enables a rich text HTML editor for email composition in the new React interface |
Confirmation Auto-Add Documents
Template documents configured in Administration > Documents > Confirmation Auto-add Documents are automatically appended to the handling confirmation PDF or attached as separate files. These can be filtered by:
- FBO Location
- Handling Station
- Supplier (any supplier on services in the order)
The Attach as separate document option determines whether the document is merged into the PDF or sent as a separate email attachment.
Email Template Variables
The email subject and body support template variables that are replaced with actual order data. Common variables include:
- ~Registration~ - Aircraft registration
- ~HandlingStation~ - ICAO code of the handling station
- ~Arrival~ - Arrival date/time
- ~Departure~ - Departure date/time
- ~DebtorName~ - Name of the debtor contact
- ~OperatorName~ - Name of the operator contact
See the Template Variables documentation for a complete list.
Important Notes
- The handling confirmation PDF report is always attached to the email when recipients are selected. This report is separate from any additional order reports configured on the transition.
- If the trip support provider checkbox is checked and the debtor checkbox is also checked, the system automatically unchecks the debtor to avoid duplicate communications.
- In demo mode, email checkboxes are unchecked by default to prevent accidental emails.
- The system logs each sent email in the order's audit trail with details of the recipient and timestamp.
- Confirmation Auto-Add Documents are automatically included in the PDF based on the order's FBO location, handling station, and suppliers. No additional configuration is needed on the transition itself.
- Custom property fields configured via "Workflow Transition Custom Values" will show warning messages if they have a "Warning if not specified" value configured and the user leaves them blank.
Tips
- Configure the default email templates at the FBO Location level to ensure consistent branding across all confirmations
- Use template variables in custom subject/body settings to include dynamic order information
- Attach relevant order reports (such as fuel uplift summaries) using the "Workflow Transition Attached Documents" configuration
- Use Confirmation Auto-Add Documents to automatically include station-specific information sheets or terms and conditions
- For high-volume operations, consider configuring HandlingConfirmationMailDefault=false to require explicit recipient selection
Action Icon
- Icon: send
- Type: Order workflow transition
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