Email Template Management

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Email Template Management

Commerce provides a set of system-generated emails that Administrators can manage. For example, when the inventory dips below a certain level a “Low Inventory Alert” is automatically sent. This goes to the Administrative User in the Site Settings. See the FAQs and Site Settings for more information.

The other types of email go to customers and are triggered by their actions on the site, such as registering, ordering or changing their password. In addition, website users can generate emails by referring friends, or sending them a copy of their Wish List. These Email templates are set up by developers when the site is created but Administrators can change the wording of emails if wished.

To display the Email Templates screen, select Administration > Email Management.
You can also reach this by clicking on the Email Management tab if you are already using other store setting administrative functions such as shipping containers.

You can filter the results by keyword or scroll to other pages by clicking the arrows at the bottom of the container.
To edit the text, subject, or sender for any email, right-click on the email in the list and select Edit Email Template.
You can also choose from merge tags for mail merge settings that automatically personalize the emails with customer information. See Editing Email Templates below for more information.

Available Commerce Emails

Your installation may not use all of these or may have additional custom emails

It includes a list of merge tags that you can use in that email. Not all the available tags have to be used for their associated email, if the email template is edited by an Administrator.

Typically action-responsive emails include:

Email Name:	Client or Internal:	Email is sent when:	Available Merge Tags
Email WishList	Customer	a customer clicks a link to share a wish list.	_SENDER_ _MESSAGE_ _WISHLIST_
Low Inventory Alert	Admin	inventory goes below a set level on a SKU. The Store admin email can be configured in the site settings (Developer Configurations).	_SiteName_ _ProductName_ _SKUName_ _SKUId_ _PreviousQuantity_ _CurrentQuantity_
New Order Email	Admin	an order is submitted (Either on the Front End or by a CSR. This is similar to the order confirmation email but contains additional customer service details.The Store admin email can be configured in the site settings (Developer Configurations).	_ORDERITEMS_ _ORDERNUMBER_ _ORDERDATE_ _ORDERPAYMENTS_ _VIEWORDERLINK_ _ORDERCOMMENTS_
Order Confirmation Email	Customer	an order is submitted (either from the Front End or manually by a CSR)	_CUSTOMER_ _ORDERITEMS_ _ORDERNUMBER_ _ORDERDATE_ _ORDERPAYMENTS_ _VIEWORDERLINK_
Order Shipped EmailSendOrderShipmentEmail	Customer	the shipping status is changed.	_SITENAME_ _ORDERNUMBER_ _ORDERDATE_ _VIEWORDERLINK_ _CURRENTSHIPMENT_ _PENDINGSHIPMENT_ _PREVIOUSLYSHIPPED_ _SHIPPINGADDRESS_
Order Status Change Email	Customer	If CSR changes the order status manually in the admin screen, such as from OK to ON HOLD.	_ORDERNUMBER_ _ORDERDATE_ _STATUS_ _VIEWORDERLINK_ _REASON_
Registration/Login Thank you Email	Customer	When a new customer is registered.	_SITENAME_ _USERNAME_ _NAME_ _CUSTOMERSERVICETOEMAIL_
SendRefundApproval	Customer	When someone approves a refund, an email will be sent to the customer	_APPROVEDDATE_ _APPROVEDBY_ _RMACODE_ _ORDERNUMBER_ _REFUNDAMOUNT_
SendRefundPendingApprovalToManager	CSR Manager	When CSR submits a refund for approval, an email will be sent to manager	_SUBMITTEDDATE_ _SUBMITTEDBY_ _RMACODE_ _ORDERNUMBER_ _REFUNDAMOUNT_
Manual Hold Alert	Admin	When order placed on hold	_SITENAME_ _ORDERNUMBER_
Password change email	Customer	a customer requests a new password on the site.	_USERNAME_ _PASSWORD_ _CUSTOMERSERVICETOEMAIL_
Password Rest	Customer	If the CSR updated a customer password in the admin interface	_SITENAME_ _USERNAME_ _PASSWORD_ _CUSTOMERSERVICETOEMAIL_
SendRefundApprovalToCSR	CSR	When someone approves a refund, an email will be sent to the CSR	_APPROVEDDATE_ _APPROVEDBY_ _RMACODE_ _ORDERNUMBER_ _REFUNDAMOUNT_
SendRefundRejection	Customer	When manager rejects a refund, an email will be sent to the customer	_REJECTEDDATE_ _REJECTEDBY_ _RMACODE_ _ORDERNUMBER_ _REJECTREASON_ _REFUNDAMOUNT_
SendRefundRejectionToCSR	CSR	When manager rejects a refund, an email will be sent to the CSR	_REJECTEDDATE_ _REJECTEDBY_ _RMACODE_ _ORDERNUMBER_ _REJECTREASON_ _REFUNDAMOUNT_
SendReturnPackageSlip	Customer	When CSR creates a return in admin interface. This can also be triggered by clicking “Resend” option in returns page	_CUSTOMER_ _RETURNITEMS_ _RETURNADDRESS_ _RMACODE_ _REPLACEMENTSTARTDATE_ _ORIGINALORDERNUMBER_ _ORIGINALORDERDATE_ _REPLACEMENTORDERNUMBER_
Short Ship Customer Notification	Customer	With GWS only. if UPS cannot ship a particular item, they will sen this email.	_CUSTOMER_ _ORDERITEMS_ _CANCELLEDITEMS_ _ORDERNUMBER_ _ORDERDATE_ _ORDERCOMMENTS_ _ORDERPAYMENTS_
Short Ship Customer notification to CSR	CSR	With GWS only. if UPS cannot ship a particular item, they will sen this email.	_CUSTOMER_ _ORDERITEMS_ _CANCELLEDITEMS_ _ORDERNUMBER_ _ORDERDATE_ _ORDERCOMMENTS_ _ORDERPAYMENTS_
Footer for emails	Customer and Admin	a footer included in all emails	NOT APPLICABLE
Header for emails	Customer and Admin	a header included in all emails	NOT APPLICABLE

An alphabetical list of the what each merge tag means is below.

Editing Email Templates

To edit templates for auto-generated email, right-click a row in Manage Email Templates and select Edit Email Template:

You can manage the following information in the Email Templates container:

Field	Action
Subject	Change the subject of the Email template.
Description	Change the description of the Email template.
From Address	Change the sender of this email.
Supported Mail Merge Tags	Not editable. Commerce provides a listing of standard mail merge tags. Each email type includes a set of mail merge tags that you can use in the body of the message. Use the tags where you want to automatically insert information from the database such as a customer name or email address.
Text	Editable (see steps below); Message to be sent includes text and standard mail merge tags.

To edit the template click the text of the email message to display an edit tool bar.

Click the HTML subtab on the bottom to display the HTML code or Design to view what the customer will see.

When you are done you can:

Preview to see the changes.

Save to save changes and return to Email Templates.

Cancel to return without saving to Email Templates.

Alphabetical List of All Commerce Email Tags

Below is a list of what information will be inserted in place of the merge tag when an email is created by the Commerce system. Not all tags are used in all emails.

iAPPS Commerce Email Merge Tags

_APPROVEDBY_	Approved By
_APPROVEDDATE_	Approval Date
_CANCELLEDITEMS_	List of items canceled
_CurrentQuantity_	Current Quantity
_CURRENTSHIPMENT_	HTML. The following information will be included List of order items (Quantity, Item title, price) Shipper Name Shipping Option Name Tracking number
_CUSTOMER_	Customer Name
_CUSTOMERSERVICETOEMAIL_	Customer Service email – Configured in site settings
_MESSAGE_	Message entered by customer when sending a WishList
_NAME_	Customer Name
_ORDER_	Order Number
_ORDERCOMMENTS_	Order Remarks. Assigned internally, no UI for user to add remarks.
_ORDERDATE_	Order Date
_ORDERITEMS_	All order items. The HTML of the order items will be created as HTML table. The HTML will have the following information Shipping Address Description (Product Title, SKU Title, SKU Number, Image) Quantity Price ItemTotal Back order information Coupon Details Total Discount Total Tax Order Total Shipping Charge Grand Total
_ORDERNUMBER_	Order Number
_ORDERPAYMENTS_	All payments. The HTML of the payments created as HTML table. The following information will be included Type of Payment Payment amount
_ORIGINALORDERDATE_	Actual order date
_ORIGINALORDERNUMBER_	Actual order number
_PASSWORD_	New password
_PASSWORD_	Password
_PENDINGSHIPMENT_	List of items pending shipment in the order
_PREVIOUSLYSHIPPED_	List of items already shipped in the order
_PreviousQuantity_	Previous Quantity
_ProductName_	Product Name
_REASON_	Reason for Refund entered by CSR in the popup
_REFUNDAMOUNT_	Refund Amount
_REJECTEDBY_	Rejected By
_REJECTEDBY_	Rejected By
_REJECTEDDATE_	Rejected Date
_REJECTREASON_	Rejected Reason
_REPLACEMENTORDERNUMBER_	If it is a replacement, then this will have replacement order number
_REPLACEMENTSTARTDATE_	Return created date
_RETURNADDRESS_	Return address
_RETURNITEMS_	List of items to be returned. Item title Quantity
_RMACODE_	RMA Code
_SENDER_	Sender Name for Wishlist Item
_SHIPPINGADDRESS_	Shipping Address
_SITENAME_	Site Name
_SKUId_	SKU Id
_SKUName_	SKU Name
_STATUS_	Order Status
_SUBMITTEDBY_	Submitted by
_SUBMITTEDDATE_	Submitted Date
_USERNAME_	UserName – Used for login
_VIEWORDERLINK_	Link to the order page in “My Accounts” section
_WISHLIST_	HTML of all wishlist items displayed as HTML table

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