Email Templates

Email is used in all automated correspondence with customers and website visitors. Email Templates are used to streamline communication with your customers by allowing flexibility while reducing the overhead of setting up customized communication channels. The content and layout of the emails is customizable, so you deliver the message in the exact look and feel, and tone your business requires.

Prerequisites

• You must have administrator access to use this feature
• To edit HTML templates, an understanding and knowledge of HTML is required
• To edit CSS templates, an understanding and knowledge of CSS is required
• To set up the order-reply email address you need to contact your domain name administrator
• The Email and order templates app must be enabled to use this feature if you are on the Standard plan
• The Email and order templates app must be enabled if you are on the Standard plan and want to customize the templates

To configure Email Templates

1. Log into your DecoNetwork website and click Admin.
2. Click Settings.
3. Click Email and Order Templates.
   

   Click the image to enlarge.

   

4. Click Email Templates to display the list of templates for the automated emails that are sent to customers.

   The emails that can be edited are organized into sections according to how they are used. The sections are listed on the left and the corresponding email templates are displayed on the right.

   User Account Emails

   
   
   • These emails are generated when users sign up on your store or forget and change their store account password.

     The user registration and account welcome emails serve as confirmation of the user's registration and provide essential information about their new account. These emails set the stage for users' engagement with your business.

     The password forgotten email provides instructions to securely reset a user's password and the password changed email confirms the change. These emails are crucial for enabling users to regain access to their accounts quickly and securely without needing to contact support and provide reassurance that their account security has been updated.

   Web Store Order Emails

   
   • Web Store Order Emails are confirmation emails sent immediately to the customer when they have successfully placed an order in your store. The email confirms the order details and assures the customer that their purchase was successful.
   • These are not used for Business Hub orders.
   • The additional option column, "Used With Shipping Method", defines when the template is used; different templates may be activated based on the shipping type used in the order. This allows for different shipping instructions to be sent to the customer with their order.
   • New Order Email lets you define a new template and when it is used.

   Web Store Quote Emails

   

   • Web Store Quote Emails are sent immediately to customers after they submit a quote request from your store. These emails confirm the receipt of their quote request and provide a summary of the details submitted.

   Business Hub Quote & Order Emails

   
   • These templates are used when Business Hub orders and quotes are created, produced, shipped, and canceled in DecoNetwork.

     The BH quote and order email templates effectively communicate with customers throughout the entire order process, from initial inquiries and quotes to order fulfillment and post-order interactions. The emails allow customers to review order details, keep customers informed about the status of their order, and set clear expectations regarding delivery.

   • These templates are not activated for online store orders.
   • Only the Order-shipped email template can be set on a per-shipping method basis. The other templates show "Used With Shipping Method" as "N/A".
   • New Shipped Email lets you define a new template for emails sent when orders are shipped.

   Payment Emails

   
   • Payment emails are generated when a payment is received, confirmed, rejected, or requested and when account statements or payment instructions are sent.

     Payment email templates play a crucial role in communicating with customers regarding their payment status and transactions. These email templates effectively maintain clear and timely communication with customers regarding their payment transactions. reduce payment-related inquiries, and ensure smooth order processing and financial transactions.

   Customer Contact Emails

   
   • These emails are used in general correspondence with customers and when contacting them regarding an abandoned shopping cart.

     The note-to-customer and customer email templates are useful for reaching out to customers for various purposes such as responding to inquiries, providing order updates, and providing assistance. The abandoned cart follow-up email template is used to encourage customers to return and complete their purchase.

     These email templates foster proactive engagement with customers, address customer needs, and optimize the shopping experience to increase conversions and foster customer satisfaction.

     Note to customer email is sent to a customer when a note is created against a quote or an order in Business Hub.

     Remove saved layouts warning is automatically sent to a customer after 50 days of inactivity on their account, warning them that their saved layouts will be removed after 10 days. The email will prompt the customer to log in to prevent the saved layout from being removed. This email provides a good opportunity to reach out to inactive customers.

     Customer email is sent to a customer when an email is created on the Customer Account page in Business Hub.

   Store Owner Emails

   
   • These emails are sent to the store owner when sitewide interactions occur, including; when a store is created, when a store makes a sale, and when a customer requests account verification to be sent.

     The store owner emails streamline communication with their store owners, inform them that the store has been successfully set up, notify them of important events such as sales, and ensure account security through email verification processes.

   Staff Account Emails

   
   • These emails are sent to your staff when they are assigned either an order, a production item, or an artwork job.

     The staff account email templates serve to notify staff members about assigned tasks and responsibilities, facilitating clear communication and streamlining workflow processes within the team. The "Order Assigned" template notifies staff when an order is assigned to them for processing, ensuring accountability and efficient order management. Similarly, the "Production Item Assigned" template informs staff members about specific production tasks, such as printing or embroidery, while the "Artwork Job Assigned" template notifies them of assigned design tasks, promoting coordination and timely completion of artwork-related activities.

   Supplier Emails

   
   • The purchase order template sends an email to the supplier when a purchase order is issued. The Supplier Purchase Order email template in DecoNetwork is utilized to communicate with suppliers when placing orders for inventory needed for production. This template is essential for initiating the procurement process, providing suppliers with detailed information about the items to be ordered, quantities needed, and any specific instructions or requirements. It ensures clear and formal communication between DecoNetwork users and their suppliers, helping to streamline the purchasing process, minimize errors, and ensure timely delivery of materials.

   Campaign Owner Emails

   
   • Emails are sent to the owner of a campaign store when you send a note to the campaign owner or when a campaign is created, finished, canceled, or in production.

     The campaign email templates serve to facilitate communication between campaign owners throughout the lifecycle of a campaign. These email templates are utilized throughout the campaign lifecycle to facilitate effective communication and convey important updates to campaign owners about the status and success of their campaigns.

     Campaign Owner Note is sent to a campaign owner when a note is created against a campaign in Business Hub.

   Artwork Emails

   
   • These emails are sent to customers during the artwork approval process.

     The artwork email templates in DecoNetwork play a critical role in managing the artwork approval process and communicating with customers regarding their artwork. The "Artwork Approval Request" template is utilized to formally request approval from customers for artwork designs before production begins, ensuring accuracy and alignment with customer expectations. On the other hand, the "Artwork Note to Customer" template enables staff members to convey important messages or updates to customers regarding their artwork, such as clarification requests, design modifications, or production timelines.

   Color Labels

   Color labels are used to indicate various statuses for the email templates:

   • Gray labels  indicate inactive email templates
   • Green labels  indicate templates whose content has been overridden
   • Blue labels  indicate user-generated templates

   

   If a template is both user-generated and inactive, it will be highlighted with the inactive color.

5. Click Edit beside the template you want to modify.

   Typically, you can set the availability of the email, modify additional recipients of the emails so relevant people in your company can be notified of particular events, you can override your default marketing message (see Correspondence Settings), view the default template, and customize the default template.

6. Configure the template as desired.

   The configuration options are separated into sections. Select a tab from the sub-menu at the right to edit/view the desired section.

   

   General

   You can toggle the email on and off by ticking/un-ticking the Active checkbox. The cc and bcc fields allow you to specify email addresses to which the email should be sent.

   Marketing Messages

   You can edit the marketing message that will be included in the content of the email. You can edit the message for both the plain text and the HTML versions of the email. Untick the Use Default checkbox to modify the default message.

   Default Template

   This section shows the code for the default template.

   Customize Template

   Note, if you are on the Standard plan or lower, you must enable the Email and Template app for the Customize Template feature to be enabled.

   This section allows you to edit the template. You can edit the subject, the HTML version, and the plain text version of the email. Tick the Override default template checkbox to modify the default template.

   

   Click the image to enlarge.

   

   Usage

   This Usage section is only available for the Order Email Template and Order Shipped Email Template.

   If you are editing a default template, the options will be disabled. By default, all shipping methods will use the default template, unless specified to "Don't send" under the shipping method's General settings.

   

   If you are editing a custom template, the options will be enabled, allowing you to choose which shipping method(s) will use this template.

   

   Shipping methods that are currently set to "Don't send" under the shipping method's General settings are included in the list and are indicated by "Don't send" under the Current Template column. Ticking the checkbox for these shipping methods will override the shipping method setting and set the current template to be used for the shipping method.

7. Click Save.