Automating the email dispatch

You have multiple options in PlentyONE to automate the email dispatch to your customers:

Viewing the template usage

Click on assessment Template usage within the template to see in which areas of your system the EmailBuilder template has been used. The following filters are available:

  • Email accounts - Automatic dispatch

  • Messenger inbox

  • Messenger automation

  • Order event

  • Order procedure

  • Process

For further information, refer to the Working with the EmailBuilder user manual page.

1. Setting up the automatic email dispatch

You can set up automatic dispatch in the Setup » Client » Global » Email accounts menu.
You link different events with templates that you have already created.

Refer to the Carrying out the preparatory settings user manual page.

2. Setting up event procedures

Besides the possibility to link events and templates, you can also set up event procedures in the Setup » Orders » Events menu. Define an event, activate one or more filters and decide which procedures your system should carry out automatically when the event occurs.

For example, you can use filters to trigger a procedure once a contact has placed a certain number of orders or has been assigned another class. The procedure could send an email that includes a coupon. For further information, refer to the Event procedures page.

3. Setting up the email dispatch to multiple email addresses

Go to Setup » Orders » Events to set up an event procedure that will send an email to your customers and employees when the event that you determined occurs in your plentyShop.

Add in the event procedure the procedure Customer > Send email and select the appropriate template as well as the recipients to send the email to multiple recipients at the same time once the selected event occurs.

The following recipients are available:

  • Customer

  • Warehouse

  • Invoice address from order

  • Invoice address from order

  • Contact email business

  • Contact email private

  • Contact email PayPal

  • available owners

You can either send the same template to all recipients or select a separate template each.

4. Using the email service

Use the email service to manually send email templates. You can use the email service in the following user interfaces:

4.1. Filter options in the email service

Table 1 lists the available filter options in the email service.

Table 1. Filter options in the email service
Filter Explanation

Owner

Select an owner from the list to only show templates that are assigned to this owner.

Client

Select a client from the list to only show templates that are assigned to this client.

ID

Enter the ID of the template to only show the template with exactly this ID.

Name

Enter the name of the template to only show the template with exactly this name.
You can also search for parts of the name.

Sort by

Select an option from the list to specify the criteria according to which the templates found should be sorted.
Available options: Created at, ID, Name.

Sorting order

Select whether the templates found should be shown in ascending or descending order based on the creation date, ID or name.

4.1.1. Saving the current filter

When you start a search in the email service, your selected filters are displayed up top as so-called “chips”. You can save these filters to apply them again more quickly and easily in the future.

Saving the current filter:

  1. Start a search.

  2. Click on Saved filters (bookmarks).

  3. Click on bookmark_border Save current filter.

  4. Enter a name for the filter.

  5. Decide whether

    • this filter should be set as default filter (toggle_on)

    • this filter should be created for all users (toggle_on).

  6. Click on SAVE.
    → The filter now appears under Saved filters (bookmarks).

Use drag-and-drop to arrange the filters in a specific order by clicking on Move (drag_indicator). Click on delete to delete a filter.

4.1.2. Applying saved filters

Proceed as follows to apply an already saved filter for the search.

Applying saved filters:

  1. Click on Saved filters (bookmarks).

  2. Click on a filter that you have already created.
    → The search is started and the filter settings are displayed up top as so-called “chips”.

4.1.3. Setting a default filter

To make sure that you don’t have to select a filter that you use quite often from the list of your saved filters every time when opening the email service, you can set a created filter as default filter. Every time when you open the email service, this filter will be automatically applied.

You can set the filter as default filter directly when creating it as described in Saving the current filter or you can set the filter as default in the overview afterwards.

Click in the line of the saved filter on star_border Set as default. If you want to set another filter as default filter, deactivate the currently selected default filter by clicking on star Do not use as default.

4.2. Adding a template to favourites

If you have found the correct template by means of the filters, you can add them to the favourites. To do so, click on star Add to favourites. The template then appears also in the favourite’s folder (folder_special) at the top.
To remove a template again from the favourites, click again on star Remove from favourites.

4.3. Using the email service in the order

You can use the email service both in the order itself and via the group function in the order overview. Also you can see the email templates already sent in the history.

4.3.1. Sending an email template using the email service in the order

In the order in the Orders » Orders menu, use the button email (Email service) to send specific email templates and also view the email templates that have already been sent in the history.

Proceed as described below to send an email template in the order using the email service.

Sending an email template using the email service in the order:

  1. Go to Orders » Orders.

  2. Search for the order by means of the filter settings. Note the explanations about the filters on the Searching for orders page.
    → The orders that correspond to the entered search criteria are shown.

  3. Click on the order ID to open the data record.

  4. In the toolbar at the top, click on email (Email service).
    → The Email service window opens.

  5. In the Template area, select an option from the drop-down list Recipient type.

  6. Select a language from the drop-down list Template language.
    Note: The language from the order is automatically preselected.

  7. Use the filters to search for the appropriate EmailBuilder template. Note the explanations about the filters in the Filter options in the email service sub-chapter.
    → The templates that correspond to the search criteria entered are shown. Or: The folders that contain the templates that correspond to the search criteria entered are shown.

  8. Click on the template.

  9. Click on the right-hand side in the Preview area on preview LOAD TEMPLATE to show the template’s preview.
    Note: Also the email account, recipient, subject and, if available, attachments, are shown.
    Tip: Next to the recipient, click on more_vert to add the CC and BCC fields.

  10. If desired, add further attachments by clicking on attach_file.

  11. Use the editor’s formatting options, if desired. Click on code (Code view) to edit the template’s content in HTML source code. Click on fullscreen (Full screen) to switch to the full screen mode.

  12. Click on send SEND to send the template to the recipients entered.

4.3.2. Viewing sent email templates in the order

Use the history in the email service to view all email templates that have been sent for an order.

Viewing sent email templates in the order:

  1. Go to Orders » Orders.

  2. Search for the order by means of the filter settings. Note the explanations about the filters on the Searching for orders page.
    → The orders that correspond to the entered search criteria are shown.

  3. Click on the order ID to open the data record.

  4. In the toolbar at the top, click on email (Email service).
    → The Email service window opens.

  5. Click on the History tab.
    → In the sending history, you can see the type, order ID, date and time when the template was sent, recipient, template name, attachments and template ID as well as the user who has sent the email.

4.4. Using the email service via the group function in the order overview

Proceed as described below to send an email template using the group function in the order overview.

Using the email service via the group function in the order overview:

  1. Go to Orders » Orders.

  2. Search for the orders by means of the filter settings. Note the explanations about the filters on the Searching for orders page.
    → The orders that correspond to the entered search criteria are shown.

  3. Select (check_box) the orders that you want to send an email template to.

  4. In the toolbar at the top, click on email (Send email).
    → The*Email service* window opens.
    → In the Templates area, you can see the order IDs that you have just selected.

  5. Select an option from the drop-down list Recipient type.

  6. Select a language from the drop-down list Template language.

  7. Use the filters to search for the appropriate EmailBuilder template. Note the explanations about the filters in the Filter options in the email service sub-chapter.
    → The templates that correspond to the search criteria entered are shown. Or: The folders that contain the templates that correspond to the search criteria entered are shown.

  8. Click on the template.

  9. Click on send SEND.

4.5. Using the email service via the group function in the contact overview

Proceed as described below to send an email template using the group function in the contact overview.

Using the email service via the group function in the contact overview:

  1. Go to CRM » Contacts.

  2. Search for the orders by means of the filter settings. Note the explanations about the filters on the Searching for a contact page.
    → The contacts that correspond to the search criteria entered are displayed.

  3. Select (check_box) the contacts that you want to send an email template to.

  4. Click in the toolbar at the top on email (Send email template).
    → The*Email service* window opens.
    → In the Recipient field, you can see the names of the contacts that you have just selected.

  5. Select a language from the drop-down list Template language.

  6. Use the filters to search for the appropriate EmailBuilder template. Note the explanations about the filters in the Filter options in the email service sub-chapter.
    → The templates that correspond to the search criteria entered are shown. Or: The folders that contain the templates that correspond to the search criteria entered are shown.

  7. Click on the template.

  8. Click on send SEND.

4.6. Using the email service in the Messenger

You can use the email service both in a new conversation and in a reply message.

4.6.1. Using the email service in a new Messenger conversation

Use the email service to send an email template in a new Messenger conversation. To do so, proceed as follows.

Using the email service in a new Messenger conversation:

  1. Go to CRM » Messenger.

  2. In the top left corner, click on addNew conversation.

  3. Enter a value in the Recipient field and select the appropriate value from the suggestion list.
    Example: If you enter a number, possible receivers with this order ID or contact ID will be suggested. Also the external order ID and the external number that is saved in the contact details will be taken into account here.

  4. Select a group from the drop-down list.

  5. Enter the subject of the message in the Subject field.

  6. Select the inbox from the drop-down list.

  7. Click on preview (Template overview) at the bottom of the toolbar.
    → The Email service window opens.

  8. Select a language from the drop-down list Template language.

  9. Use the filters to search for the appropriate EmailBuilder template. Note the explanations about the filters in the Filter options in the email service sub-chapter.
    → The templates that correspond to the search criteria entered are shown. Or: The folders that contain the templates that correspond to the search criteria entered are shown.

  10. Click on the template.

  11. Click on preview LOAD TEMPLATE.
    → The template is loaded in the text field.

  12. Use the editor’s formatting options, if desired. Click on code (Code view) to edit the template’s content in HTML source code. Click on fullscreen (Full screen) to switch to the full screen mode.

  13. Click on forward_to_inbox SEND at the bottom right.

4.6.2. Using the email service in the Messenger reply message

Use the email service to send an email template in an existing Messenger conversation. To do so, proceed as follows.

  1. Go to CRM » Messenger.

  2. Search for the conversation that contains the message you want to reply to by means of the filter settings. Note the explanations about the filters on the Messenger page in the Searching for a conversation in the Messenger chapter.

  3. Open the conversation.

  4. Click on the message you want to respond to.

  5. Click on preview (Template overview) at the bottom of the toolbar.
    → The Email service window opens.

  6. The Recipient field shows the recipient that should receive the message.

  7. Select a language from the drop-down list Template language.

  8. Use the filters to search for the appropriate EmailBuilder template. Note the explanations about the filters in the Filter options in the email service sub-chapter.
    → The templates that correspond to the search criteria entered are shown. Or: The folders that contain the templates that correspond to the search criteria entered are shown.

  9. Click on the template.

  10. Click on preview LOAD TEMPLATE.
    → The template is loaded in the text field.

  11. Use the editor’s formatting options, if desired. Click on code (Code view) to edit the template’s content in HTML source code. Click on fullscreen (Full screen) to switch to the full screen mode.

  12. Click on forward_to_inbox SEND at the bottom right.