Dolibarr Feature: Add A 'Date Sent' Field For Better Tracking

Hey guys! Ever found yourself wondering whether that crucial proposal or invoice actually made its way to the client? You're not alone! In this article, we're diving deep into a much-needed feature request for Dolibarr: adding a 'Date Sent' field to common objects like proposals, orders, and invoices. This simple yet powerful addition can significantly streamline your workflow and boost your peace of mind. Let's explore why this is so important, how it can be implemented, and the real-world benefits it brings.

The Need for a 'Date Sent' Field

Understanding the Current Limitations

Currently, Dolibarr does a fantastic job of tracking the creation, validation, and closure of various business objects. We know when a proposal was drafted, when an order was confirmed, and when an invoice was paid. However, there's a crucial missing piece in this puzzle: knowing when these objects were actually sent to the third party—be it a client, supplier, or partner. This gap can lead to confusion and inefficiencies in your business processes.

Consider this scenario: a proposal has been validated and is marked as 'Open.' Great! But has it been sent to the client? Without a 'Date Sent' field, there's no easy way to tell. Team members might have to rely on manual tracking methods, like checking email records or maintaining separate spreadsheets. This is not only time-consuming but also prone to errors. Imagine the frustration of following up on a proposal that was never actually sent, or worse, assuming an invoice was received when it's still sitting in your drafts folder. This is where the 'Date Sent' field comes in as a lifesaver. By providing a clear indication of when an object was dispatched, it ensures transparency and accountability within your team. No more guesswork, no more uncertainty—just a straightforward way to track your communications and ensure timely follow-ups.

Use Case: The Validated Proposal Dilemma

Let's paint a clearer picture with a real-world use case. Imagine you've created a killer proposal, poured your heart and soul into it, and finally, it's validated within Dolibarr. The status is marked as 'Open,' which is a good start. But here's the catch: anyone looking at this proposal has no clue whether it has actually been sent to the client. Has it been sitting in someone's inbox, waiting to be dispatched? Or did it go out the door immediately after validation? Without a 'Date Sent' field, you're left in the dark. This lack of visibility can lead to a series of problems. Sales reps might delay follow-ups, assuming the proposal is already in the client's hands. Project managers might be out of sync, unaware that a crucial document hasn't reached its destination. And ultimately, the client experience suffers, as delays and miscommunications can erode trust and jeopardize the relationship. The 'Date Sent' field resolves this dilemma by providing a simple, unambiguous record of when the proposal was sent. It bridges the gap between internal validation and external communication, ensuring that everyone is on the same page.

Suggested Implementation: Adding the 'Date Sent' Field

Technical Steps for Implementation

So, how do we bring this 'Date Sent' field to life within Dolibarr? Here’s a breakdown of the suggested implementation steps:

1. Add a date_sent column to common objects: This is the core of the solution. We need to modify the database schema to include a new column, date_sent, in the tables corresponding to common objects like proposals, orders, invoices, and potentially others. This column will store the date and time when the object was sent to the third party. The data type for this column should be a datetime format, allowing for precise tracking of when the object was dispatched. This ensures that we not only know the date but also the exact time, which can be crucial in certain situations.
2. Display it on cards: Once the date_sent column is in place, we need to make it visible within the Dolibarr interface. This means modifying the user interface to display the date_sent value on the cards or summary views of the respective objects. When a user opens a proposal, order, or invoice, they should be able to quickly see when it was sent. This can be achieved by adding a new field to the object's card, positioned logically within the existing layout. The formatting of the date and time should be consistent with Dolibarr's overall design, ensuring a seamless user experience. Additionally, consider adding this field to list views and search results, allowing users to quickly filter and sort objects based on their sent date.
3. Automatically fill the value when the object is sent by email: This is where the magic happens! To make the 'Date Sent' field truly useful, we need to automate the process of populating it. The suggested implementation is to automatically fill the date_sent value whenever an object is sent via email from within Dolibarr. This could be achieved by hooking into Dolibarr's email sending functionality. When an email is successfully dispatched with an attached proposal, order, or invoice, the system would automatically update the date_sent column with the current date and time. This eliminates the need for manual entry, reducing the risk of human error and ensuring that the information is always up-to-date.

Benefits of Automation

The automation aspect of this implementation cannot be overstated. Manually updating the 'Date Sent' field would be cumbersome and time-consuming, defeating the purpose of the feature. By automatically populating the field when an email is sent, we ensure that the information is accurate and readily available. This saves time, reduces errors, and allows users to focus on more important tasks. Furthermore, automation ensures consistency across the system. Every object sent via email will have its date_sent field updated, providing a reliable audit trail of communications. This is invaluable for tracking progress, resolving disputes, and ensuring accountability within your team.

Real-World Benefits of the 'Date Sent' Field

Improved Communication and Follow-Up

The most immediate benefit of the 'Date Sent' field is improved communication and follow-up. With a clear record of when an object was sent, sales teams can prioritize their follow-up efforts more effectively. They can quickly identify proposals or invoices that have been outstanding for a while and reach out to the client to check on their status. This proactive approach can lead to faster sales cycles, improved cash flow, and stronger client relationships. The 'Date Sent' field also facilitates internal communication. Team members can easily see whether a document has been dispatched, reducing the need for constant check-ins and status updates. This frees up time for more productive activities and fosters a more collaborative work environment.

Enhanced Tracking and Reporting

Beyond individual object tracking, the 'Date Sent' field opens up new possibilities for reporting and analysis. Imagine being able to generate reports that show the average time it takes for proposals to be accepted after they are sent, or the average time it takes for invoices to be paid. This kind of data can provide valuable insights into your business processes, helping you identify bottlenecks and areas for improvement. For example, if you notice that proposals sent on certain days of the week have a higher acceptance rate, you might adjust your sending schedule accordingly. Or if you find that invoices sent with a particular payment term are consistently paid late, you might reconsider your payment terms. The 'Date Sent' field transforms raw data into actionable intelligence, empowering you to make informed decisions and optimize your business operations.

Increased Accountability and Transparency

Finally, the 'Date Sent' field promotes accountability and transparency within your organization. With a clear record of when objects were sent, it's easier to identify who is responsible for follow-up and to track the progress of individual tasks. This can help prevent documents from falling through the cracks and ensure that nothing gets overlooked. The 'Date Sent' field also provides a valuable audit trail. In the event of a dispute or misunderstanding, you can quickly refer to the system to see when a document was sent and to whom. This can help resolve conflicts quickly and fairly, protecting your business from potential liabilities. By fostering a culture of accountability and transparency, the 'Date Sent' field contributes to a more efficient and trustworthy business environment.

Conclusion: A Small Field, a Big Impact

In conclusion, adding a 'Date Sent' field to Dolibarr's common objects is a small change with the potential to make a big impact. It addresses a critical gap in the current system, providing a clear and reliable way to track when documents are sent to third parties. By automating the population of this field, we can save time, reduce errors, and ensure that the information is always up-to-date. The benefits of this feature are numerous, ranging from improved communication and follow-up to enhanced tracking and reporting, and increased accountability and transparency. So, let's champion this feature request and bring the 'Date Sent' field to Dolibarr! It's a simple yet powerful addition that will make our lives easier and our businesses more efficient. What do you guys think? Share your thoughts and let's get this implemented!