Email Configuration

Owned by Dawn Brunke (Unlicensed)
Aug 05, 2020
6 min read

In the PrismCore module Enter Mail Order the emails sent to customers as web and mail orders are processed are set up under the hammer option Email Configuration.

There are six emails which will be set up in Email configuration. The default setting under When to Send is Never.

Shipped Orders

The Shipped Orders email is sent when an order is processed in ship mail order with items in the ship field that also has a shipping code that is not in-store pick up.

In the Email Configuration > Shipped Orders tab, you will set your email Subject line, the Header text, and Footer text.  You have the option of including the order details and the item details in between the header and footer.  To assist you in adding the text, there are place holder options to pull in the order number, shipping address, etc.  The available place holders are displayed in the Placemark Legend area.

You will also set when this email is sent. Under the When to Send section your options are:

  • Always - Every shipment created and closed which meets the criteria will trigger this email.

  • Never – This email will never be sent from the system, even if a shipment is created and closed with shipped items and a shipping method other than in-store pick up.

  • Prompt – When a shipment is created and closed which meet the criteria to trigger this email a prompt will appear where the user processing the shipment will need to choose whether to send the email or not.

Refunded Orders

The Refunded Orders email is sent when an order is processed in the Refund Exchange module with refunded items.

In the Email Configuration > Refunded Orders tab, you will set your email Subject line, the Header text, and Footer text.  You have the option of including the order details and the item details in between the header and footer.  To assist you in adding the text, there are place holder options to pull in the order number, shipping address, etc.  The available place holders are displayed in the Placemark Legend area.

You will also set when this email is sent. Under the When to Send section your options are:

  • Always - Every  refund created and closed will trigger this email.

  • Never – This email will never be sent from the system, even if a refund is created and closed.

  • Prompt – When a refund is created and closed a prompt will appear where the user processing the shipment will need to choose whether to send the email or not.

Backorders

The Backorders email is sent when an order is processed in ship mail order with items in the backorder field.

In the Email Configuration > Backorders tab, you will set your email Subject line, the Header text, and Footer text.  You have the option of including the order details and the item details in between the header and footer.  To assist you in adding the text, there are place holder options to pull in the order number, shipping address, etc.  The available place holders are displayed in the Placemark Legend area.

You will also set when this email is sent. Under the When to Send section your options are:

  • Always - Every shipment created and closed which meets the criteria will trigger this email.

  • Never – This email will never be sent from the system, even if a shipment is created and closed with backordered items.

  • Prompt – When a shipment is created and closed with backordered items, a prompt will appear where the user processing the shipment will need to choose whether to send the email or not.

Cancellations

The Cancellations email is sent when an order is processed in ship mail order with items in the cancel field.

In the Email Configuration > Cancellations tab, you will set your email Subject line, the Header text, and Footer text.  You have the option of including the order details and the item details in between the header and footer.  To assist you in adding the text, there are place holder options to pull in the order number, shipping address, etc.  The available place holders are displayed in the Placemark Legend area.

You will also set when this email is sent. Under the When to Send section your options are:

  • Always - Every shipment created and closed which meets the criteria will trigger this email.

  • Never – This email will never be sent from the system, even if a shipment is created and closed with cancelled items.

  • Prompt – When a shipment is created and closed with cancelled items, a prompt will appear where the user processing the shipment will need to choose whether to send the email or not.

In-store Pickups

The In-store Pickups email is sent when an order is processed in ship mail order with items in the ship field that also has a shipping code marked as in-store pick up.

In the Email Configuration > In-store Pickups tab, you will set your email Subject line, the Header text, and Footer text.  You have the option of including the order details and the item details in between the header and footer.  To assist you in adding the text, there are place holder options to pull in the order number, shipping address, etc.  The available place holders are displayed in the Placemark Legend area.

You will also set when this email is sent. Under the When to Send section your options are:

  • Always - Every shipment created and closed which meets the criteria will trigger this email.

  • Never – This email will never be sent from the system, even if a shipment is created and closed with shipped items and a shipping method marked as In-store Pickup.

  • Prompt – When a shipment is created and closed which meet the criteria to trigger this email, a prompt will appear where the user processing the shipment will need to choose whether to send the email or not. 

Tracking Number

The Tracking Number email is sent if using a shipping interface after the Tracking number is sent to PrismCore from your shipping provider.

In the Email Configuration > Tracking Number tab, you will set your email Subject line, the Header text, and Footer text.  You have the option of including the order details and the item details in between the header and footer.  To assist you in adding the text, there are place holder options to pull in the order number, shipping address, etc.  The available place holders are displayed in the Placemark Legend area.

You will also set when this email is sent. Under the When to Send section your options are:

  • Always - Every tracking number brought into PrismCore for a shipment will trigger this email.

  • Never – This email will never be sent from the system, even after a tracking number is brought in through the shipping interface.

  • Prompt is not an option, as the tracking numbers are imported by the system and there is not a user action triggering this email.

Location

By default the emails are the same for all locations. If there are multiple inventory locations in your PrismCore system, you can set different emails for each location.  If you choose to create a different email for a location, you will need to create an email for each individual location.  To add a location to the Location drop down in the Mail Order Email Configuration, select Add Location.  Then select the location and select OK.  You will then need to enter the information (Subject, Header, and Footer) for locations coming from that location.

 

First Published 08/05/2020

Edited 08/05/2020

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