Email Templates

overview the system includes 50+ built in email notification templates that can be edited and customized to suit your business needs each template is designed to communicate specific updates to users efficiently purpose these email notifications ensure customers stay informed about their account activity and website updates enhanced features like help content and recipient traits improve admin usability and clarity on email delivery behavior email templates the email templates tab gives you direct access to edit and manage all system generated email messages these emails are automatically triggered based on customer actions or system updates, ensuring timely communication and a seamless customer experience to manage the email templates, navigate to the admin panel > content management > email/sms > email templates field description edit quickly update the content of any email e g , update the refund policy text in the order cancelled email preview preview the email content before saving changes ensures formatting and tone match your brand expectations filter & search use search and filters (by key, language, etc ) to find specific templates easily email keys & help shows relevant variables available for each template e g , customer name, order id, tracking url, etc multilingual support add or edit templates in different languages for stores with international customers trait information indicates who will receive the email (e g , customer, admin, designer) helpful for auditing notifications set notification in certain business scenarios, such as order verification, issue tracking, or real time support, it becomes important for admins or support staff to be notified of all customer facing email communications for example, if a customer places an order, the admin may also want to receive the same confirmation email to monitor transactions or troubleshoot issues faster how to receive email copies (to, cc, bcc fields) 1\ 'to' field to receive a copy of customer emails, simply add the admin or team member's email address in the ‘to’ field of the respective email template this ensures that every time the system sends an email to a customer, the admin receives an identical copy 2\ 'from' field you can configure the sender email to enhance brand recognition and build trust, making it easier for customers to identify the sender use the format \<your display name>your email\@example com example \<support team>support\@yourstore com 3\ 'reply to' field to allow customers to respond to emails, enter a ‘reply to’ address all replies will be directed to this email 4\ 'bcc' field use the bcc (blind carbon copy) field to discreetly send a copy to an admin or monitoring address without the customer seeing it manage email notifications (customer & admin) in the set notification section, we’ve introduced a column labeled “notify customer” here’s how it works enable/disable email notifications independently for the customer and admin if the email template is not meant for the customer (e g , internal updates), the field remains blank, reducing any confusion for example, if admins need to be notified when an order is shipped, enable admin notifications while keeping customer notifications optional test your email settings the mail test feature allows administrators to validate email templates before sending them to customers by testing emails with sample data, admins can verify content, formatting, variable replacement, and overall email appearance to ensure that emails are delivered as intended using mail test to test an email, select the store, required email template, and enter the sender and recipient details the system generates a preview of the email using sample data, allowing you to review how the email will appear when delivered the mail test screen automatically detects all variables used within the selected template and displays them for review admins can modify the dummy values associated with these variables to simulate different scenarios and validate the email output accordingly for example, variables such as customer name, order number, order status, quote details, or other dynamic content can be populated with sample values to verify that the information is displayed correctly within the email email preview the system provides an email preview that replaces all variables with either default sample values or the values entered during testing this allows administrators to review the final rendered version of the email before sending it the preview helps validate email content and messaging variable replacement and data mapping layout and formatting subject line and email structure overall presentation of the email order & quote status email notifications order status emails admins can manage order status and order product status notifications store wise from the admin panel you can view a list of all order statuses enable/disable email notifications for both customer and admin overwrite the email template , sender , and recipient from the edit screen important changes made in the "order status email notification" section will not take effect unless the notification is enabled in the "set email notification" section quote status emails configure quote related emails from the admin panel > content management > email/sms > email templates > quote status tab like order status emails, admins can edit quote status templates for both customer and printer personalize content and notification recipients forms email notifications email templates for custom forms help admins automate communication based on user form submissions they ensure timely and consistent notifications, confirmations, and updates for both customers and internal teams admins can customize the email content for customers as well as for admins and include dynamic details such as customer information, submitted form field values, and submission date/time this reduces manual follow ups and improves response efficiency for example , when a customer submits a custom form, the system can automatically send a confirmation email acknowledging the request at the same time, the admin can receive an alert email with submission details, allowing quick review and action using email templates for custom forms helps maintain clear communication, improve customer experience, and keep messaging consistent across all interactions email template structure & branding template structure customization this feature will help you set a structure for all the outgoing emails from your system an email template structure can include a website logo at the top, a company tagline at the bottom, and more you also get the option to define template structure store wise note if no custom structure is set, the system will automatically use the default email template structure to modify a structure, simply click on any existing theme you’ll be able to customize the layout and insert business specific branding or legal information additionally, we’ve provided a range of variables to help you personalize your email layout, making your communication look professional and aligned with your brand template branding branding your email templates ensures a consistent visual identity across all customer touchpoints, reinforcing trust and professionalism whether you're promoting a seasonal offer or sending order updates, your emails will reflect your business style and branding standards to align your email communication with your brand identity, onprintshop allows you to customize the look and feel of all system generated email templates when you click on email template branding , a pop up window will appear displaying various pre defined color sets you can either choose from these presets or fine tune individual elements, such as header, background, button, and text colors, to match your brand’s theme email configuration using smtp based email configuration ensures that critical customer facing emails, such as order confirmations, shipping updates, or password resets, land in your customer's inbox, not their spam folder this is especially important for e commerce stores, where missed communication can lead to poor customer experience and lost sales to ensure seamless and secure email delivery from your website, it's essential to establish a proper connection between your web server and a mail server onprintshop offers two options for this php mailer a default setup for basic email delivery smtp connection a recommended and more secure method that uses a defined protocol and significantly reduces the risk of emails being marked as spam to add a new email connection, go to the admin panel > content management > email/sms > email templates > configuration > add fill in the form with the required details provided by the smtp service provider by configuring your smtp correctly, you ensure reliable communication with your customers and improve your brand's credibility refer to our smtp setup docid\ l1h9qk2qxwqolatrfcgyu guide for a step by step walkthrough