EmailBuilder: Sending tracking URLs to customers

I would like to send the tracking URL to my customers once the package number is available at the order. What can I do?

Required steps (short version)

1. Saving the tracking URL at the shipping service provider

Many shipping service providers allow customers to track their packages with tracking URLs. A functional tracking URL should include the package number and the recipient’s postcode. You can send your customers an email that contains the tracking URL. This way, your customers can see the current status of their shipments at the shipping service provider as well as the estimated time of delivery.

Therefore, first save the tracking URL at the shipping service provider. Go to Setup » Orders » Shipping » Settings and switch to the Shipping service provider tab. Enter the tracking URL in the Tracking URL field.

The DHL tracking URL is already saved in your system and looks as follows: http://nolp.dhl.de/nextt-online-public/set_identcodes.do?lang=de&zip=[PLZ]&idc=[PaketNr].

You don’t know the tracking URL?

If you don’t know the tracking URL of the shipping service provider, proceed as follows:

  • Check our user manual. We listed the currently valid, known tracking URLs in the corresponding sub-chapters of the shipping service provider. You can access the sub-chapters of the shipping service provider via the Overview of shipping service providers chapter and have a look whether the tracking URL is listed there.

  • If you don’t find the information you are looking for, please contact your contact person at the corresponding shipping service provider and ask for the correct, currently valid tracking URL.

2. Creating an email template with the variable for the tracking URL

Now create an email template that contains the variable for the tracking URL. You can also use one of the available default templates and adjust it afterwards.
Note: We will explain how you create a new template and not how you edit an existing template.

Creating an email template with the EmailBuilder:

  1. Go to CRM » EmailBuilder.

  2. In the line of the folder or sub-folder in which you want to create a template, click on more_vert.
    → A new window opens.

  3. Click on add Add.

  4. Click on description Template.
    → The Create new template window opens.

  5. Enter a name for the template, e.g. Package tracking.

  6. Select a header and footer each from the drop-down lists.

  7. Click on SAVE.
    → The template is created and opened.

  8. In the top left, click on Add (add) to add the language for the template.
    → The Enter subject window opens.

  9. Enter a subject for the template, e.g. Your parcel will arrive soon.

  10. Click on SAVE.

  11. In the line of the subject, click on Edit (edit).
    → The editor of the template opens.

  12. Drag the Text widget to the shaded section.

  13. Click on Edit (edit).

  14. In the text field, enter the desired text and search the appropriate variables that you need by using the Search text field in the Variables column.

  15. Don’t forget to insert the variable Tracking URL to ensure that the shipment tracking link is sent in the email to your customers.

  16. Save (save) the settings.

Example: Template with dummy data in the preview

practical example template dummy data
Figure 1. Example: Template with dummy data in the preview

Example: Template with variables in the editor

This is how the template content looks in the editor after you clicked on edit:

practical example template editor variables
Figure 2. Template’s editor view
Creating an email template via the client (“old” method)

Note: Creating email templates currently still also works using the old method, thus via the templates directly at the client.

Create the email template in the Setup » Client » [Select client] » Email » Templates menu. Enter the template variable $TrackingURL into your email template.

3. Setting up an event procedure

Now set up an event procedure that triggers the email template despatch for the package tracking once the package number is available at the order.

Setting up an event procedure:

  1. Go to Setup » Orders » Events.

  2. At the bottom left, click on Add event procedure (add).
    → The Create new event procedure window opens.

  3. Enter a distinct name for the event procedure, e.g. Package number generated.

  4. Select the event as listed in Table 1.

  5. Save () the settings.

  6. Carry out the settings as listed in Table 1.

  7. Activate the option Active.

  8. Save () the settings.

Table 1. Setting up the “Package number generated” event procedure
Setting Option Selection

Event

Order change > Package number

Filter

Order > Order type

Order

Procedure

Customer > Send email

Select as template the template for package tracking that you have just created. Select as recipient the option Customer.
practical example event procedure package number
Figure 3. Settings in the “Package number generated” event procedure