Linnworks can send shipping confirmation emails to the customers after the order has been processed. This functionality is referred to as Email Notification. You can have one template email for shipping notification, the template will be used to create a unique email for the customer to confirm the shipping. The shipping method and shipping tracking number can be included in the email. You can configure the system to send the email immediately after processing (shipping) an order or an email can be placed in Outbox for you to check at the end of the day and send as a batch.
This user manual section describes how to set up email notification, different option available to you and demonstrate some examples of Expression based output in the email body.
To set up email notification you need to instruct the system to actually use email templates, define gateway for email sending (SMTP or Proxy server) and enable/edit notification template. Below are the detailed steps you need to take to activate this feature
Go to Setting > Email Notification
Choose whether you want to use your own SMTP server or you want to use Linnwork Proxy server. If you are using your own SMTP server you are not relying on our server to deliver emails also you can implement better control of passing emails through unsolicited emails filters. In order to use your own SMTP server you need to know details of the server you are using. Normally your ISP will provide you with their SMTP server for sending out emails.
If you don’t know SMTP server details or for some reason cannot use it, there is an option to use our Proxy server for sending emails. The disadvantage is performance of our server may vary depending on how many concurrent connections are being made at any given time. When using our proxy you don’t need to configure anything, the emails will be going out via standard internet (http) protocol.
Specify reply email, name of the email sender and if you wish to receive a copy of the email to another email address set the Send Copy to.
You then need to decide whether you want the system to send email immediately after you processed an order or put all emails in Outbox first. Putting emails into Outbox allows you to review all emails before they are sent out. Set or unset Send Instantly option.
Enable the Despatch Notification Email template by clicking Red/Green indicator where red is disabled and green is enabled.
You can edit the content of the email by double-clicking on the Despatch Notification Email template line in the grid.
Linnworks uses very powerful expression evaluation engine to enable you to customize many templates and outputs of the system, including email template. The email template editor utilizes 3 types of data inserts
Itterations – where you can scroll through some data, for example iterate through all order items in the order to output Item Title, quantity and cost.
Data output – one value output. For example you can output date of the order, name of the customer, postage method etc.
Expressions – you can evaluation a condition and output a text on the email based on some kind of formula, similar to what you would do in a spreadsheet application, with the exception being that here you have to use data fields available to evaluation an expression. For example you can check whether the tracking number is present and output text like “Your tracking number is: “+PostageTrackingNumber
To edit the template double click on the template name in the Notification Email list of templates
To insert new data field into the body of the email, set the cursor to the text and expand in the toolbar, select the data field from the list. It will be inserted into the body text in this format [{ORDER.SOURCE}] - where ORDER is the data set and SOURCE is the field name.
To insert iteration expand and select type of iteration type. The iteration will be inserted in the text as
FOREACH(OrderItems)<
insert data fields here
>
You then need to insert fields that will be used within the iteration into the iteration body. Fields available for iteration are available from list of data fields under menu.
To insert an expression tag click . This will place EVAL<> tag in the text. You have to write the actual expression in between < and >
The actual body of the expression depends on what you are trying to achieve in the formula, some examples are:
You can preview the output for the email by clicking Preview button. Before closing the screen click Save to apply the changes.
You can review and edit pending emails in Synchronization > Email Outpbox
To edit – double click on the email line in the grid.
To send individual email - select the email > right click > Send Email
To delete individual email - select the email > right click > Delete Email
You can multi-select a batch of emails to be sent or deleted.
To review sent emails, go to Synchronization > Sent Mail
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