Carrying out the preparatory settings

You have to carry out some preparatory settings to be able to optimally use the EmailBuilder in the CRM » EmailBuilder menu.

By clicking on an entry in the following list, you will be directly forwarded to the corresponding sub-chapter:

1. Assigning rights

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees work with the EmailBuilder, they need at least the following rights:

  • CRM > EmailBuilder > Read

  • CRM > EmailBuilder > Create

  • CRM > EmailBuilder > Delete

  • in simple mode: CRM > EmailBuilder > See

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

2. Configuring email accounts

In the Setup » Client » Global » Email accounts menu, you save the login details of a mailbox so that emails such as order or shipping confirmations can be sent from this email address.
Moreover, you can activate the live mode here to ensure that all emails are not only sent to the email address you entered but also to your customers.
Click on outgoing_mailTEST EMAIL DISPATCH to send a test email to your email account at any time to test the current configuration.

2.1. Saving the email server’s login details

In the Configuration section, click on the three dot menu (more_vert) and on edit Edit to edit the following settings:

Table 1. Email account settings in the section Configuration
Setting Explanation

Provider

Select the provider. Select Other if your provider is not listed. If you select Google and click on SAVE you will be redirected to the Google authentication page.

Name of sender

Enter your own name or the name of your plentyShop. The name is displayed to the recipient.
Note: Avoid using special characters in order to allow for correct display.

Sender email

Enter the email address as it is listed in the email programme.

User name

Enter the user name that matches the email address. Click on to use your email address as a user name.
mailbox.org: The mailbox.org user name is the complete email address of the mailbox.org mailbox.

Password

Enter the password that matches the user name and email address.

Outgoing mail server / SMTP server

Enter the outgoing mail server as specified by the provider (usually smtp.domain.co.uk or mail.domain.co.uk).
mailbox.org: For mailbox.org mailboxes, enter the outgoing mail server smtp.mailbox.org and select the encryption method SSL.

Port (standard port: 25)

Enter the value 25. This value is correct for nearly all providers. Otherwise, ask your provider about the correct port.
mailbox.org: For mailbox.org mailboxes, enter port 465 and select the encryption method SSL.

Encryption

Select SSL, TLS or No encryption.
mailbox.org: For mailbox.org mailboxes, enter port 465 and select the encryption method SSL.
Also note the explanations about the encryption of email communication on the user manual page Selecting the encryption for email communication.

2.2. Creating a signature

Go to the Setup » Client » Global » Email accounts menu to save the signature in HTML format or plain text in the Signature section. The signature is then automatically added to your email templates when you inserted the corresponding variable in the template.

Note the priority of the signature

The signature that was saved for a user in his or her user account in the Setup » Account management » Accounts menu takes priority over the signature that is saved in the Email accounts menu in the Signature section.
This means: If you insert, for example, the variable Signature in HTML format or Signature in plain text in the email template, the signature is taken from the user account. If no signature is saved in the user account, the signature that is saved in the Email accounts menu in the Signature section is used.

2.3. Setting up the email information service

In the Setup » Client » Global » Email accounts menu, you can set in the Info service section that a blind copy of all emails is sent by your system to an email address of your choice. This can be particularly helpful in the early stages of your online shop, as it allows you to maintain an overview of all sent emails and recognise where processes can still be improved. You can also set here that you automatically receive an info email when a new order has been placed.

Table 2. Email account settings in the section Info service
Setting Explanation

Receive emails as blind copy

If you want to receive a blind copy, activate the button (toggle_on). Enter the email addresses below. If you enter multiple email addresses, separate them with commas and do not use spaces.

Receive emails as blind copy

If you want to receive a blind copy, activate the button (toggle_on).

Receive an email with a new order

If you want to receive a blind copy when a new order is placed, activate the button (toggle_on). Enter the email addresses below. If you enter multiple email addresses, separate them with commas and do not use spaces.

2.4. Messenger integration

Go to Setup » Client » Global » Email accounts. In the Messenger integration section, determine whether all sent emails and attachments should be collected in the Messenger. Furthermore, you can decide in which channel the emails should be collected and which tags should be assigned to the conversations. You also select the default group for the email service.

Table 3. Email account settings in the section Messenger Integration
Setting Explanation

Activate Messenger integration

If you want to start collecting the emails in the messenger, activate the button Activate Messenger integration (toggle_on).
The emails from the following PlentyONE sections will be saved and shown in the Messenger:

  • Automatic dispatch

  • Order events

  • Order procedures

  • Group function in the contact data record

  • Orders » Orders (Test phase)

  • Group function in the order

Save attachments in the Messenger

If you want to save the email attachments in the Messenger, activate the button (check_box).

messenger-channel

Select the messenger channel from the drop-down list in which the emails are to be collected.

Tags

Select (check_box) the tags from the list that should be added to the conversation.

Default group

Select the default group that should be assigned to conversations in this inbox.

2.5. Setting up the automatic dispatch

The Automatic dispatch section of the Setup » Client » Global » Email accounts menu contains various events that you can link with a template. Select from the drop-down list the template that you created before in the CRM » EmailBuilder menu. This ensures that the email template is sent to your contacts once the event occurs.

Removing the link before deleting the email template

Deleting an email template that is linked with an event in the Automatic dispatch section in the Email accounts menu may lead to undesired effects. Therefore, first remove the link in the Setup » Client » Global » Email accounts menu in the Automatic dispatch area by selecting an empty value in the event line from the drop-down list. Afterwards, you delete the template in the CRM » EmailBuilder menu.
Table 4. Explanations about the events for the automatic dispatch
Setting Explanation

Customer wants to change email address

If you created the template and link the template with this event, a confirmation email will be sent to your customers once they change their email address in your online shop and enter the new email address.
Therefore, the template should contain the variable URL to confirm email address.
Note: You can find the variable in the category Global variables.

Send customer email to change password

If you created the template and link the template with this event, an email with an URL to the new password will be sent to your customers once this event is triggered. This link has to be confirmed.
The variable URL to change password has to be contained in the template.
Note 1: You can find the variable in the category Global variables.
Note 2: The default template Shop: New password is already saved for this event. If required, you can select another template here.

Confirmation of password change

If you created the template and link the template with this event, a confirmation email will be sent to your customers once they change their password.
Inserting a variable here is not mandatory. It would be useful, however, to add the URL to your online shop (URL to online shop).
Note: You can find the variable in the category Global variables.

Customer registration

If you created the template and link the template with this event, a confirmation email will be sent to your customers once they created a customer account in your online shop when placing an order, for example.
Inserting a variable here is not mandatory. It would be useful, however, to add the URL to your online shop (URL to online shop) as well as a short welcome message.
Note: You can find the variable in the category Global variables.

Order confirmation (Soft login)

If you created the template and link the template with this event, an email with an URL to the soft login will be sent to your customers once this event is triggered.
For further information about the softlogin, refer to the Setting up the ShopBuilder page.

New scheduled order

If you created the template and link the template with this event, an email will be sent to your customers containing information about the scheduled order.

Email after successful newsletter registration

If you created the template and link the template with this event, an email will be sent to your customers once they registered for the newsletter. The template should contain the variable URL for confirming the newsletter receipt; thus, the confirmation link that the contacts have to click in order to complete the newsletter registration process.
Note: You can find the variable in the category Newsletter.
Note 2: In systems that have been booked since February 2023, the default template Shop: Newsletter registration is already saved for this event. If required, you can select another template here.

Request for confirming the newsletter registration

If you created the template and link the template with this event, a confirmation email will be sent to your customers once they activated the confirmation link that was sent with the email template for the event Newsletter opt-in.
Inserting a variable here is not mandatory. It would be possible, however, to insert a variable of a coupon code for your online shop to say thank you.
Further information on automatic email dispatch

For further information on how to automate the email dispatch to your customers, refer to the chapters Setting up event procedures and Setting up email dispatch to multiple email addresses on the user manual page Automating the email dispatch.