Ch. 063 Custom email Notifications "Updated for v6"

PRESSERO > Pressero Documentation Manual

Email Notifications

Emails will automatically be generated for many different events that happen throughout the system. You can browse through the list to see the different emails generated, the wording, and who they go to.

Except those with the Standard or EM plan, you can customize the emails and who they go to. If you do not have this feature you can not customize the emails and will use the default settings. 

 

 

Emails for Informational Sites 

The following emails are generated for an Informational Site: 

  • Approve Account Request
  • File Upload Received
  • Form Submitted
  • New Password
  • New User Approved
  • New User Denied
  • Proof Status
  • Send Proof

Emails for B2B Sites

The following emails are generated for a B2B site: 
  • Approve Account Request
  • Approve Order Request
  • File Upload Received
  • Form Submitted
  • Low Inventory
  • New Order
  • New Password
  • New User Approved
  • New User Denied
  • Order All Complete
  • Order Item Complete
  • Order Item Approved
  • Order Item Denied
  • Order Item Intermediate Approval
  • Order Status Changed
  • Payment Received
  • Proof Status
  • Send Proof
  • Vendor Item Ready

Emails for B2C Sites

The following emails are generated for a B2C site: 
  • File Upload Received
  • Form Submitted
  • Guest Login Order
  • Low Inventory
  • New Order
  • New Password
  • New User Approved
  • Order All Complete
  • Order Item Complete
  • Order Status Changed
  • Payment Received
  • Proof Status
  • Send Proof
  • Vendor Item Ready

Users, Groups, & Emails

For a User to receive an email, requirements must be met:
1. Can the User receive notifications? See Users > General Information: Additional Information > Receive Notifications. If checked the User's email is available to be sent an email when appropriate. If unchecked, the User will never be sent an email, regardless of any other settings or Group memberships.

2. Is the User, or a Group the User is a member of, in the list of recipients for the given email? See Sites > Email Notifications > Email Message > Customize > Receive this notification. If the User, or a Group they belong to, are not in this list, the User will not be sent the selected email message. Note, if Target User is listed AND the User is the Target User (see chart above) then they will be sent the email message.
 

Custom E-mail Notifications

To customize, select the Email Message to be customized to view a sample, click Customize This Message to edit the message template. Use the Tags menu to add a placeholder for data to be inserted when the Pressero system send the email. Select the Users you want to receive the email. Save Changes.

 1. Whenever a Standard email template is customized, a Custom version will be created. 
 
  • The Custom version will be used instead of the standard template. If there are no Custom versions, the Standard version will be used. 
  • You can create multiple custom versions of a given email template. For example, let's say you want your staff to get a File Upload email with links to the production file. It's possible to save TWO custom New Order emails, with one set to go to the target user (your customer) and the second to go to your Admin Users (your staff). In this way, the content of the two emails could be different, with the "staff" version containing links to the production files (the ##FILES## or ##FILELINKS## Tags you added) while the customer's version does not.
  • If you rename a Group being used for Email Notifications, make sure to update the "Who receives this notification" list with the correct Group.
  • Note: The sender email and display name (From: ABC Printing) is set under Preferences > General Settings > Email. If nothing is set, the email's will use the default “From: Pressero” with “sender@pressero.com” as the associated email.
  • Custom email notifications can be created with the Professional and Enterprise packages only. To add this capability to the Standard package, contact your sales representative.

2.  Email Notifications to Sales Rep for a B2B Site. Your sales rep can be notified when an order is placed in a Customer Site. 
  • Create a Site Group in the Site, name it "Sales Rep" (or whatever). The permissions can be left at “Not set”.
  • Add a New User to the Site. Enter the sales rep's info. Under Additional Information, make sure “Receive Notifications” checked. In the Site Group Membership tab, check the Sales Rep Group. 
  • In Email Notifications, select the desired email template, click Customize. 
  • In the list of Users, select "Customer belongs to Sales Rep", click the right arrow to add this to Receive This Notification. Save Changes.
3.  By default, emails will be sent to various people (your staff as well as the customer) based on certain activities taking place within the Storefronts or the Orders area. See Email Notifications > Select Template > Customize > Receive This Notification. You will see two columns below the email template. The left column is a list of potential email recipients you can add. The right column contains those who currently are designated to receive the email. You can add recipients by clicking them in the left column, and clicking the arrow to move them into the right column. If you hover over the list of those who may receive the email, a tooltip will display with more details.
 
Who will receive the email.  The chart below shows who will receive a specific email notice (Recipients). Depending on the notice, only certain people will receive the email. The grey boxes indicate that this user does not receive the email notification.  You can override the default recipients if needed. If you rename a Group being used for Email Notifications, make sure to update the "Who receives this notification" list with the correct Group.
 

Email Notice

Target User”

Definition

Recipient 1

Target User

Recipient 2

Site > Users

Recipient 3

Site > Users

Recipient 4

Preferences > Users

Recipient 5

Preferences > Users

approveAccountRequest

Approve New User

The User whose User account needs to be approved

 

Site Users who can

Approve an account

Site Users with

Receive All Notifications

 

Subscriber Users with

Receive All Notifications

ApproveOrderRequest

Approve Order

The User whose order needs to be approved

 

Site Users eligible to

Approve this order

Site Users with

Receive All Notifications

 

Site Users with

Receive All Notifications

File Upload Received

The User who uploaded

 

 

 

Users in the Admin Group

Everyone”

Site Users with

Receive All Notifications

Form Submitted

The User who submitted the form

 

 

 

Users in the Admin Group

Everyone”

Site Users with

Receive All Notifications

New Order Received

The User who ordered

Target User

 

Site Users with

Receive All Notifications

Users in the Admin Group

Everyone”

Site Users with

Receive All Notifications

New Password

The User needing a new password

Target User

 

 

 

Site Users with

Receive All Notifications

New User Approved

The User whose new account has just been approved

Target User

 

Site Users with

Receive All Notifications

 

Site Users with

Receive All Notifications

Order Item Approved

The User who ordered

Target User

 

Site Users with

Receive All Notifications

 

Site Users with

Receive All Notifications

Order Item Denied

The User who ordered

Target User

 

Site Users with

Receive All Notifications

 

Site Users with

Receive All Notifications

Order Item Intermediate Approval

The User who ordered

Target User

Site Users eligible to

Approve this order

Site Users with

Receive All Notifications

 

Site Users with

Receive All Notifications

Order Status Changed

 

 

 

 

 

 

Order All Complete

The User who ordered

Target User

 

 

 

 

Order Item Complete

 

 

 

 

 

 

Send Proof

 

The recipient of the proof

Target User

 

 

Users in the Admin Group

Everyone”

Site Users with

Receive All Notifications

Vendor Item Ready

The vendor User

Target User

 

 

Users in the Admin Group

Everyone”

Site Users with

Receive All Notifications


4. The Form Submitted email will not contain links to any files that may have been loaded using the form.  The files will be in Tools > File Manager > uploads.

5. Order Status Changed Email.  You will notice that the default message for the Order Status Changed event does not go to anyone. Instead, the Order All Complete message is sent when the Order's status is set to Complete.  Order All Complete strongly resembles the New Order message, but has additional language in the subject and body that indicate that all items of the order are now complete.

The Order Status Changed message's "Who will Receive This Message" can be customized by the Admin User so it is sent every time the Order's Status changed.

6. Customizing the Email Content. You can insert "tags" into the email that the system will use to insert the related information. For example the tag ###ORDER_NUMBER## will be replaced with the actual order number when the email is sent.
 

Email Tag

What It Enters

Description

##CUST_FIRSTNAME##

Customer's First Name

Detail's about the person who placed the order

##CUST_LASTNAME##

Customer 'sLast Name

##CUST_TITLE##

Customer's Title

##CUST_EMAIL##

Customer's Email

##CUST_TELEPHONE##

Customer's Telephone

##CUST_FAX##

Customer's Fax

##CUST_ADDRESS1##

Customer's Address1

##CUST_ADDRESS2##

Customer's Address2

##CUST_ADDRESS3##

Customer's Address3

##CUST_CITY##

Customer's City

##CUST_STATE##

Customer's State

##CUST_POSTAL##

Customer's Postal/Zip

##CUST_COUNTRY##

Customer's Country

##SITE_NAME##

Site's Name

The Site where the order was placed. 

 

##SITE_WEBSITE##

Site's Website Address

##SITE_LOGO##

Display's the URL to the Site Logo image

##NEWCUST_APPROVEURL##

New Customer Approve URL

Links to Approve or Deny a new user self sign-up.

##NEWCUST_DENYURL##

New Customer Deny URL

##RECIP_FIRSTNAME##

Recipient's First Name

The person receiving the email. This can be used to address the body of an email to the person it is being sent to. Example,

"Dear ##RECIP_FIRSTNAME##,

Below are ...."

##RECIP_LASTNAME##

Recipient's Last Name

##RECIP_TITLE##

Recipient's Title

##RECIP_EMAIL##

Recipient's Email

##RECIP_TELEPHONE##

Recipient's Telephone

##RECIP_FAX##

Recipient's Fax

##RECIP_ADDRESS1##

Recipient's Address1

##RECIP_ADDRESS2##

Recipient's Address2

##RECIP_ADDRESS3##

Recipient's Address3

##RECIP_CITY##

Recipient's City

##RECIP_STATE##

Recipient's State

##RECIP_POSTAL##

Recipient's Postal/Zip

##RECIP_COUNTRY##

Recipient's Country

##SUBSCRIBER_NAME##

Subscriber Name

Details about the organization the organization/company/person that purchased the Pressero service (i.e., you).

##SUBSCRIBER_LOGO##

Subscriber Logo

##SUBSCRIBER_TELEPHONE##

Subscriber Telephone

##SUBSCRIBER_FAX##

Subscriber Fax

##SUBSCRIBER_ADDRESS1##

Subscriber Address1

##SUBSCRIBER_ADDRESS2##

Subscriber Address2

##SUBSCRIBER_ADDRESS3##

Subscriber Address3

##SUBSCRIBER_CITY##

Subscriber City

##SUBSCRIBER_STATE##

Subscriber State

##SUBSCRIBER_POSTAL##

Subscriber Postal

##SUBSCRIBER_COUNTRY##

Subscriber Country

##DATE##

Email Date

When was the email sent (localized to the Subscriber's time zone)

##TIME##

Email Time

##CART_SUMMARY##

Cart Summary

Shopping cart summary. Shipto info is included and is detailed in the Order area of the Pressero Admin.

##CART_SUBTOTAL##

Cart SubTotal

##CART_CANCELLED##

Total of Cancelled/Denied Items in Cart

##CART_TAX##

Cart Tax

##CART_VAT##

Cart VAT

##CART_SHIPPING##

Cart Shipping

##CART_TOTAL##

Cart Total

##CART_REQSHIPDATE##

Cart Requested Ship Date

##FORM_SUMMARY##

FORM Summary

Summary of the info a customer entered via a Form you added to the Site. It works only with the Form Submit email message, not order emails.

##FILES##

FORM Files

The names of any files sent via a Form. Links to any files sent via a Form. Specific to the Form Submit email and File Upload Received messages only, not order emails.

##FILELINKS##

FORM File Links

##ORDERNUMBER##

Order Number

Details about the order placed.

##ORDERITEMNUMBER##

Order Item Number

##ORDERITEMNAME##

Order Item Name

##ORDERITEMSTATUS##

Order Item Status

##ORDERITEMSTATUSDATE##

Order Item Status Date

##ORDERITEMSTATUSNOTE##

Order Item Status Note

##ORDERITEMPRINTERSTATUS##

Order Item Printer Status

##ORDER_PROMO_DISCOUNT##

Order Promotional Code Discount

##PRODUCTIMAGE##

Product Image

##BILLING_FIRSTNAME##

Billing First Name

##BILLING_LASTNAME##

Billing Last Name

##BILLING_TITLE##

Billing Title

##BILLING_EMAIL##

Billing email address

##BILLING_TELEPHONE##

Billing Telephone

##BILLING_FAX##

Billing Fax

##BILLING_ADDRESS1##

Billing Address 1

##BILLING_ADDRESS2##

Billing Address 2

##BILLING_ADDRESS3##

Billing Address 3

##BILLING_CITY##

Billing City

##BILLING_STATE##

Billing State

##BILLING_POSTAL##

Billing Postal

##BILLING_COUNTRY##

Billing Country

                   

The tags below are functional in both the subject and body:

PAGE_TITLE
PAGE_URLNAME
PAGE_SHORTDESCRIPTION

FORM_TITLE
FORM_NAME
FORM_INSTRUCTIONS

The form items will be taken from the first form on the page. 

New tags added since the chart above was created:

##STOCKINVENTORY_LASTORDEREDDATE## - Date of the last inventory order (ADD)

##STOCKINVENTORY_LASTORDEREDQUANTITY## - Quantity of the last inventory order (ADD)

##TAX_ID## - The tax ID entered for the site in admin, or the ID the customer completes in the storefront when ordering

The fields are also available from the tags drop down in the notification editor.

Here are a few general rules: 

  • If the email message is about a full order, then anything which applies to an individual item will be unavailable. This includes shipping methods, shipping destinations, etc. 
  • In a message about a full order, the CART_SUMMARY will display details about each individual item. There is a template specifying which info about each item is shown. This template cannot currently be changed by admins. 
  • Adding other item-dependent tags to the message won't change the cart summary. 
  • The FORM_SUMMARY tag is only usable with the Form Submitted email. Only forms added to a content page (a page you created and added to the store) will trigger a Form Submitted email.

 

Knowledge Base Articles related to Email Notificaitons