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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 easy to maintain in the CMS by a site Administrator. 

A list of the major email templates used is provided at the end of this article. Note that some templates may not appear in your CMS if the associated feature is not in use. To explore all email templates available, navigate to ContentEmails and click a subcategory menu.



Step-by-step guide 

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



  2. Select the sub-menu with the template you require. If you do not know where it is, you can enter keywords in the Search tool. (In this example, we'll edit the 'Registration Email' so we type in 'registration' in Search.)



  3. Once you have found the email template, click Edit. The list of widgets organised in zones in the template will be displayed.
  4. To change options and/or content of a widget, click Edit next to the required widget.


  5. In the widget popup,  change available options and content as required. What you can change depends on the widget. (In our example, the User Registration widget is responsible for rendering the main body of the email so we are able to edit the message and whether the surname should be included in the greeting.)

    There are also fields that appear in every widget: 
      • Description - A reference for the Administrator, the description appears on the widget list page and can inform the user about the widget's content at a glance.
      • Layer - N/A for email templates. Leave as 'All Pages'.




  6. After you are finished, click Save to save your changes!

Placeholders

TIP: Placeholders such as '{0}' appear sometimes in the default message or phrase.  In the actual email message, a placeholder will be replaced by relevant context-sensitive data. For instance, the placeholder in our example, {0} will be replaced with a specific user's Login ID.

  • NOTE -  A placeholder will trigger content or data specific to the field it is used in. {0} in another field will not always display a user's Login ID. If you are unsure what data will be triggered by a placeholder, refer to the specific widget's documentation page.

In WidgetIn Email





BPD Email Templates 

Template NameDescription of UseIntended AudienceSample (click to enlarge)
Account PaymentSent to the user when a payment has been made against a Customer account.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 and B2C

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 and B2C

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 Commerce Vision

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


Contact Commerce Vision

Third Party Costs


n/a

CMS Category


Email

Related help

Related widgets