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Overview

On implementation of a Best Practice Design (BPD) website, several email templates are configured for use out of the box. These include: 

  • Order Confirmation
  • Order Shipped
  • Password Recovery
  • New User Registration
 

These email templates are easily maintained within the CMS by a site Administrator. This article outlines the steps required to edit existing email templates.

A full list of email templates is presented for reference at the end of this article. Note that some templates may not appear in your CMS if the associated feature is not in use.


 

Step-by-step guide 

  1. In the CMS, navigate to Content → Emails.


  2. Select the template you require (in this example, we'll edit the 'Registration Email').
  3. The widget list will be displayed and organised by zone (e.g. Header, Header Left, Content, Footer).
  4. Edit the required widget to view options.


  5. 'Widget Configuration' pop-up will appear. The options will vary depending on the widget you're editing.


  6. Configure the options as required (in this example we'll edit the 'User Registration' widget, which forms the main body content of the email): 
      • Description - A reference for the Administrator, the description appears on the widget list page and can signify the content of the widget.
      • Layer - N/A for email templates. Leave as 'All Pages'.
      • Include Surname - The template contains the greeting "Hi <FirstName>" by default. To include the user's surname in the greeting, tick this box.
      • Registered Message - The main content area. Edit and format text as required. Insert images, links, and lists. To view and edit the html, click the '</>' icon. 

         

        TIP: Use '{0}' as a placeholder for where the user's Login ID should appear in the message.

        Note that the {0} placeholder will trigger different content or data to appear, depending on the context of the field it's used in. Another example of this is below, in the 'Login Message' field.



      • Login Message - A line of text can be inserted at the end of the email prompting the user to login to the website. In this field, a link to the login page is represented by '{0}'. Example: Click {0} to login now!
      • Login Link Text - The word or words to replace '{0}' in the Login Message field.



  7. Don't forget to Save your changes!

 

The end result would look something like this: 

 

 

BPD Email Templates 

Template NameDescription of UseIntended AudienceSample (click to enlarge)
Account Payment B2B

Alerts

Sent to the user when they have new alerts associated with their account.

B2B 

B2B Registration Approval Required

(Formerly known as the 'APR Approval Required' email)

Sent to the site Administrator when a user registers via B2B Registration and needs to have their login approved.Internal

B2B Registration Submitted

(Formerly known as the 'APR Submitted' email)

Sent to the user after they have submitted the B2B registration form.

This email acknowledges their registration and advises that their login is awaiting approval by an administrator.

B2B

B2B Registration User Notification

(Formerly known as the 'APR User Notification' email)

Sent to the newly approved user once their B2B Registration is complete.

This email advises that their account has been approved and is active, and confirms their user name.

B2B

B2B User CreationThe new user registration email sent to B2B users who are created by a site administrator (rather than registering themselves online).B2B

BPAY Account PaymentProvides BPAY payment details (Biller Code, Reference, total due) so the user can pay their invoices via direct deposit.B2B

BPAY Payment Detail

Provides BPAY details (Biller Code, Reference, order total) so the user can pay for their recently submitted order.

B2B & B2C

Budget Expiry Warning

Sent to the user when the expiry date for their budget is near.

This email contains details such as account code, budget amount, remaining amount, and expiry date.

B2B

Budget Remaining

Sent to the user to advise the amount remaining in their budget for the current period.

This email contains details such as account code, budget amount, and remaining amount.

B2B

Credit Card Account Payment

Sent to the user as a receipt when they pay off invoices by credit card.

Lists invoices paid, invoice date, and amount paid.

B2B

Customer Statements Available

Advises that a new Customer Statement is available to view. Includes company name and login link.

B2B

EFT Account PaymentProvides EFT payment details so the user can pay their invoices via direct deposit.B2B & B2C

EFT Payment Detail

Provides EFT payment details so the user can pay for their recently submitted order.

B2B & B2C

Offline Order Confirmation

The order confirmation email sent for offline orders (i.e. not originating from the website, but keyed directly into the ERP).

For use with Offline Order Emails.

B2B

Offline Order Shipped

The order shipped email sent for offline orders (i.e. not originating from the website, but keyed directly into the ERP).

For use with Offline Order Emails.

B2B

Order Approval Email

Sent to the Approver to advise that an outstanding order requires their approval.

Depending on site configuration, the email will either contain the Approve & Reject buttons, or a link to the website with a prompt to login and action the order.

B2B

Order Approval New Approver

Sent to the newly selected Approver for an order that is still on 'Awaiting Approval' status.

B2B

Order Approval No Longer Required

Sent to the nominated Approver when the order no longer requires their attention.

This could be due to the order being approved / rejected by someone else, or the user cancelling the order.

B2B

Order Approval Replaced Approver

Sent to the original Approver to advise that the user has selected a new Approver for an order that is still on 'Awaiting Approval' status.

B2B

Order ApprovedSent to the user to advise that their order has been approved.B2B

Order Approver Proxy ApprovedSent to the user to advise that their order has been approved by a Proxy.B2B 
Order Confirmation

Sent to the user to confirm that their order has been received by the system.

B2B

Order PlacedSent to the Customer Service team or other admin whenever a user places an order online.Internal

Order Received

This email can be sent to the user prior to the standard Order Confirmation email. It serves to notify them that their order has been received and is currently being reviewed.

B2B

Order Rejected

Sent to the user to advise that the Approver has rejected their order.

This email includes the rejection reason (entered by the Approver at the time of rejection).

 

Note - the order lines can be displayed in the rejected email by enabling 'Show Rejected Order Lines' on the Email Order Summary widget. If this option isn't enabled, the email will just contain the order number, rejection notes, and delivery information.

B2B

Order Shipped

Sent to the user to advise that their online order has been dispatched.

B2B & B2C

Order Shipped Pickup Ready

Sent to the user to advise that their online pickup order is ready to be collected from the store location.

B2B & B2C 
Password Recovery

The 'forgot password' email sent to the user, containing the password reset message and link.

B2B & B2C

Questionnaire Results

The response to a web form (e.g. 'Contact Us'), sent to the site Administrator (or other internal recipient).

Internal

Quote Confirmation

Sent to the user who requests a quote at checkout.

This email follows the format of the Order Confirmation email, but inserts the word 'quote' and uses the web quote number for reference.

B2B

Receipting Information

Sent to the customer to advise of outstanding orders for their account.

This email includes the customer code, order number, date, invoice number, and amounts ordered and receipted.

B2B

RegistrationThe welcome email sent to new B2C users who self-register on the site.B2C

Standard Quote Submitted

Sent to your Customer Service team, sales rep, or other admin when a customer requests a quote on their shopping cart contents.

Internal

User Approval Granted

This email is triggered when a new B2B user is approved for web access.

B2B

User Approval Rejected

Sent to the rejected user when their web access request has been denied.

This email includes the name and email address of the approving / rejecting user administrator.

B2B

User Approval Request

Sent to the designated B2B User Admin when a new user requests web access.

This email includes details of the new user and directs the administrator to login and approve or reject.

B2B

User Approval Unrejected

Sent to the designated B2B User Admin when a previously rejected B2B user is granted web access.

This email includes details of the new user and directs the administrator to login and update access levels if required.

B2B

User Exists

Sent to an existing user to advise that they already have an online account. Includes the user's user name.

For use with User Debtor Integration.

B2C (occasionally B2B)

User Debtor New User

(Formerly known as the 'User For Customer Registration' email)

Sent to the new user after they have made a purchase in store and, as a result, been registered for a web account.

For use with User Debtor Integration.

B2C (occasionally B2B)

User Debtor Warning / Error

(Formerly known as the 'User For Customer Warnings' email)

Sent to the Customer Service team or other admin when there is a conflict or duplication beween the ERP and the web re: users or accounts.

For use with User Debtor Integration.

 

Internal

Additional Information

Use the Email Style Sheet Widget to customise the styles for all of your emails in one place.

Minimum Version Requirements

**.**.**

Prerequisites

--

Self Configurable

Yes

Business Function

email

BPD Only?

Yes

B2B/B2C/Both

Both

Ballpark Hours From CV (if opting for CV to complete self config component)

Contact CV Support

Ballpark Hours From CV (in addition to any self config required)

Contact CV Support

Third Party Costs

n/a

CMS Category