This recipe helps after-sales service managers at manufacturers replace paper warranty cards with warranty registration on LINE: customers scan the QR code on the machine to register its serial number, OakMega records which product line they own, and when the warranty is about to expire it picks out those customers automatically so you can remind them to book annual maintenance or extend their warranty.

Who this is for

• After-sales service managers and service contacts: once a machine ships, you don't know who the end user is, and when the warranty expires there's nobody to contact.
• Product managers: you want to know how many machines in each product line are under warranty, and offer maintenance and extended warranties to the right customers before it expires.

When you're done you'll have a warranty registration QR code you can stick next to the machine's nameplate or print in the user manual, a chatbot that replies with the registration link when someone sends "warranty" on LINE, product-line and warranty tags applied automatically when customers register, and a reminder article sent each month only to customers whose warranty is about to expire.

The example below uses a fictional industrial equipment maker with two product lines: the "VX-500 Vertical Machining Center" and the "LS-300 Laser Cutter". The tags, form, chatbot and reminder article draft were all actually created in the OakMega manual demo workspace.

First, a caveat: there's no date-based automatic reminder

The form can collect a "Delivery date", but OakMega has no feature that sends a message automatically before a date stored in a form field. This recipe uses an expiry tag as a timer instead:

What you want	How to do it
Record who registered a warranty	Apply "Warranty registered" on form completion (a Strength Tag, which never expires on its own)
Start reminding in the warranty's 11th month	Also apply "Warranty reminder timer", an expiry tag set to 335 days; if it isn't re-applied within 335 days, it's removed automatically
Pick out customers about to expire	When posting, include "Warranty registered" and exclude "Warranty reminder timer": anyone who still has the timer tag won't receive it
Restart the timer after renewal or maintenance	Once the job is done, the service engineer re-applies the timer tag to the customer from Service Center or member management

Limits: the timer counts from the day the tag is applied, not from the delivery date the customer entered. If a customer registers long after delivery, the reminder will arrive later than the actual expiry. An expiry tag can last at most 731 days, so for models with a warranty of 2 years or more, run the timer in stages.

Features you'll use

Feature	Role in this scenario	Minimum plan	Needs activation?
Tag Management	"Warranty registered", product-line tags and the 335-day expiry tag	All plans (Free: up to 10 tags)	No
OakMega Form	Warranty registration: serial number, model and delivery date, with tags applied on completion	Pro and above	Yes (form quota applies)
LINE chatbot	Replies with the registration link when a customer sends "warranty"	All plans	No
Post Article	Sends the expiry reminder once a month, only to customers whose timer tag has gone	All plans	No

Flow

1. Put the warranty registration QR code next to the machine's nameplate and in the user manual. Customers can also send "warranty" on LINE to get the link.
2. The customer adds your account as a friend and fills in the form with the serial number, model and delivery date. The model option applies a product-line tag, and on completion the form applies "Warranty registered" and the 335-day expiry tag.
3. If it isn't re-applied within 335 days, "Warranty reminder timer" is removed automatically: customers who have "Warranty registered" but no timer tag are the ones whose warranty expires within a month.
4. On the first Monday of each month, send the reminder article. When customers reply, a service engineer books maintenance or discusses an extended warranty, then re-applies the timer tag.

How to set it up

Step	Where	Settings in this scenario
1. Create tags	Member & Tag › Tag Management	Folder "Warranty": Warranty registered, Product line: VX-500 machining center, Product line: LS-300 laser cutter, Warranty reminder timer (expiry tag, 335 days), Read warranty reminder
2. Build the warranty registration form	Web-based Tool › OakMega Form	Folder "After-sales service": login and add-friend required; apply "Warranty registered" and "Warranty reminder timer" on completion
3. Create a "warranty" chatbot	LINE › Chatbot	Trigger keyword "warranty", replying with the form link
4. Print the QR code	The QR code in the form info	Stickers next to the nameplate, the user manual, shipping documents
5. Send the monthly reminder	LINE › Post Article	Include "Warranty registered"; exclude "Warranty reminder timer" and "Read warranty reminder"

1. Create warranty tags

Under Member & Tag › Tag Management, add a folder named "Warranty":

1. "Warranty registered", "Product line: VX-500 machining center", "Product line: LS-300 laser cutter" and "Read warranty reminder": choose Strength Tag; they never expire on their own.
2. "Warranty reminder timer": choose Expiry Tag, set Expiry Time to Days and enter 335.

For how expiry tags work, see Create and manage tags.

2. Build the warranty registration form

Under Web-based Tool › OakMega Form, add a folder named "After-sales service" and create a form named "Machine warranty registration":

1. In Form Settings, keep Login via Communication Platform on and turn on Add friend to fill form.
2. Set Apply tags when completing form to "Warranty registered" and "Warranty reminder timer".
3. In Question Settings, add these questions in order: Real Name and Phone; Single Line Text for the company name; Multiple Choice for the model (the option "VX-500 Vertical Machining Center" applies "Product line: VX-500 machining center", and "LS-300 Laser Cutter" applies "Product line: LS-300 laser cutter"); Single Line Text for the machine serial number; and Date for the delivery date. Make all of them required.
4. Click Save.

The screenshot below shows the form's tag settings: on completion, the form applies both the expiry tag "Warranty reminder timer" and "Warranty registered".

To set option tags on the model question, see Create a form and Capture trade show leads.

3. Send "warranty" on LINE to get the link

Under LINE › Chatbot, add a keyword chatbot named "Warranty registration": enter "warranty" in Trigger Keyword (Contains) and reply with a text message such as "To register your machine's warranty, tap here and have the serial number from the nameplate ready (it starts with SN): (form link). Once registered, your warranty runs for 1 year from the delivery date, and we'll remind you on LINE before it expires." See Set up a LINE chatbot.

4. Put the QR code on the machine

Click "Machine warranty registration" in the form list. On the right, Form info shows a QR code next to the form link. Print it as a sticker for next to the nameplate, or print it in the user manual and shipping documents. The first time customers scan it, they have to add your account as a friend before they can fill it in, and that friendship is what lets your warranty reminders reach them later.

5. Send the expiry reminder once a month

Under LINE › Post Article, create an article named "Warranty expiring in a month (first Monday monthly)":

1. Set audience source to OakMega segment and audience setting to tag filter.
2. Under contain tag, choose "Warranty registered"; under exclude tag, choose "Warranty reminder timer" and "Read warranty reminder".
3. Turn on Read Tracking. After publishing, tag the people who read it with "Read warranty reminder" so they won't get it again next month.
4. In the content, explain maintenance and extended warranty options, and ask customers to reply directly to book a time.

The screenshot below shows this article's publish target: audience source is OakMega segment with tag filter, "Warranty registered" is included, the expiry tag "Warranty reminder timer" and "Read warranty reminder" are excluded, and Read Tracking is on.

Read tracking only works with some message types: Video, Rich Video, Multi-page Message, Multi-image Message, Card Message and Emoji can be tracked; Text and Image can't. The demo article has only a text message, so before you publish for real, add a Multi-page Message (for example, an overview of your maintenance plans); otherwise the screen shows "No trackable message for read tracking has been set". If you don't use read tracking, you can instead tag the customers who received the reminder in member management after publishing. For the full steps, see Post articles to LINE friends.

When a customer replies, the service engineer books a time in Service Center. After a renewal or completed maintenance, re-apply "Warranty reminder timer" to the customer and remove "Read warranty reminder", and they'll be reminded again next year.

What customers see

① The warranty registration form the customer sees after scanning the machine's QR code (the screens are a Chinese demo): choose the model and enter the serial number from the nameplate and the delivery date; ② the completion page after submitting; ③ the customer sends "warranty" on LINE and the chatbot replies with the registration link. The after-sales Richmenu sits at the bottom of the chat; to set it up, see After-sales repair requests.

When	What the customer sees	What the system does
Scans the QR code on delivery day	LINE login, add friend, then the warranty registration form	Applies Warranty registered, a product-line tag and the 335-day timer tag
Months 1 to 11	Regular articles about new products and events	The timer tag is still there, so no expiry reminder
First Monday of month 12	The warranty expiry reminder article	The timer tag has gone, so the reminder article picks them up
Replies and renews	A reply from the service engineer	The timer tag is re-applied, and they'll be reminded at the same time next year

How to check it's working

What you want to know	Where to look
How many machines are registered	The Total Number of Tagged People for "Warranty registered", or the form's response count
How many customers per product line	The Total Number of Tagged People for each "Product line" tag
How many warranties expire this month	When creating the reminder article, audience / remaining message quota on the right
A list of serial numbers	Download all reply data on the form; see Check form responses and download the data

Variations

• Different reminders per product line: the VX-500 and LS-300 need different maintenance, so add "Product line: VX-500 machining center" as a contain tag on the reminder article and send two separate articles.
• Distributors register on the customer's behalf: distributors scan and register for the customer at delivery. Add a "Distributor" question whose options apply distributor tags, and you can then compare registration rates across distributors.
• Repair requests: when a warranty customer sends "repair", have a chatbot transfer them to Service Center automatically so the service contact can pick it up.

Next steps

• Create and manage tags
• Create a form
• Capture trade show leads for manufacturers