Email Notifications

Overview
Linnworks.net allows you to send customisable emails to your customers using your existing email server credentials. It is also possible to use the email functionality to automatically attach a pdf to the email when it is sent. This document will guide you through the capabilities of the system and provide links to more in depth email functionality.

Table of Contents

 Accounts

 Buttons

  • Add New: Add a new account for sending emails through Linnworks
  • Enabled: This button will toggle an account between enabled/disabled. While disabled, this account will not be used to send emails from Linnworks
  • Edit: This allows you to edit the supplied account credentials, such as to update a password
  • Copy: This will duplicate the appropriate account settings
  • Delete: This will delete the appropriate account from Linnworks. At least one account must be available in order to send emails
    • Note, a warning will be displayed when an Email account that is associated with templates is trying to be deleted. If you still want to proceed, all manual non-custom templates associated with the account will be disabled.

 

Automated Vs Manual Templates

While manual templates are created and sent to a particular customer if needed from Open Orders or Process Orders Screen and also can be modified and customised before been sent, automated templates are set up once and then automatically sent in certain circumstances and/or when the conditions are met. In Linnworks we can find a few different automated templates: Dispatch Notification email, Order Item Exchange, Order Item Resend, Order Refund and Order return.

 Automated Templates

Buttons

  • Add New: This will display a list of available template types that can then be added and configured. Once selected, it will open the template for editing
  • Enabled: This button will toggle a template between enabled/disabled. While disabled, a template cannot be used to generate email from Linnworks
  • Edit: Clicking this will access the template editing window
  • Copy: Clicking this button will duplicate the highlighted template
  • Delete: This will delete the current template. Once deleted, templates cannot be recovered

Grid

  • Type: This is the type of template. Currently, this can be:
    • Dispatch Notification Email - This will email a customer when an order is processed
    • Order Item Exchange Booking - This will inform the customer that you are expecting an exchange item from their order
    • Order Item Exchange Notification - This will email a customer to inform them that an exchange has been actioned
    • Order Items Resend Notification - This will email a customer to inform them that order items have been resent
    • Refund Booking - This will inform a customer that a refund has been booked
    • Refund Notification - This will email a customer to inform them that a refund has been actioned
    • Return Booking - This will inform a customer that you are expecting their items to be returned
    • Return Receipt - This will be sent once a return is actioned in Linnworks
  • Name: This is the name of the template. It will not be visible in the email that is sent and is only needed to distinguish between templates
  • Conditions: This shows whether this is a conditional template. Conditional templates will only be selected if they meet defined criteria

 Manual Templates

Buttons

  • Add New: This will display a list of available template types that can then be added and configured. Once selected, it will open the template for editing
  • Enabled: This button will toggle a template between enabled/disabled. While disabled, a template cannot be used to generate email from Linnworks
  • Edit: Clicking this will access the template editing window
  • Copy: Clicking this button will duplicate the highlighted template
  • Delete: This will delete the current template. Once deleted, templates cannot be recovered

Grid

  • Type: This is the type of template. Currently, this can be:
    • Custom - This template will be available to be customised from both, Open and Processed Orders. The user will be able to customise this template at the same time as they send the mail.
      • At least 1 account needs to be enabled to be selected as account to send the custom email from when sending custom emails
      • When sending custom emails that are not associated with one of the enabled email accounts, customers will be able to select another account to send the custom email from. Once selected, this will be saved to the custom email template as the associated email account.
    • Open Order - This template will be only available to be sent from the Open Orders screen
    • Processed Order - This template will be only available to be sent from the Processed Orders screen
    • Purchase Order - This template will be only available to be sent from the Edit Purchase Order screen
  • Name: This is the name of the template. It will not be visible in the email that is sent and is only needed to distinguish between templates

Next Steps