Skip to main content

Best Practices: Procedure manager and event procedures

Your daily business as a seller mostly consists of simple routine tasks. Plentymarkets offers you different effective tools to automate such tasks.
This page of the manual contains practical examples for setting up Event procedures and the Procedure manager.

Requirements for automation

Some of the sample procedures on this page send email templates or generate particular order documents. Thus, make sure that the respective email Templates have been set up correctly in the Setup » Client » Select client » Email » Templates menu. In addition, the respective document templates have to be set up before setting up and using procedures that create documents. Document templates are set up in the menu Setup » Client » Select client » Locations » Select location » Documents.

1. Practical examples: Event procedures

The basic principle of event procedures is easy to understand: In case of an event procedure, certain Events that occur in the online store trigger specific Procedures. Precise instructions on setting up event procedures and the available events, filters and procedures can be found on the Event procedures page of the manual.
Below, you can find a lit of examples for automatic procedures that are triggered by event procedures.

1.1. Sending an order confirmation

If you want to send an order confirmation to your customers as soon as they have placed an order in your online store, we recommend the event procedure described in Table 1.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 1.

  5. Save the settings.

  6. Carry out the settings according to Table 1.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 1. Setting up the event procedure “Sending an order confirmation to customers”
Setting Option Selection

Event

Order generation > New order

Filter 1

Order > Order type

Order

Procedure

Customer > Send email

Use the plus icon to select the desired template for the Customer.

1.2. Sending a confirmation of payment

If you want to send a confirmation email to your customers as soon as you have received complete incoming payment for their order, we recommend the event procedure described in Table 2.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 2.

  5. Save the settings.

  6. Carry out the settings according to Table 2.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 2. Setting up the event procedure “Sending a payment confirmation to customers”
Setting Option Selection

Event

Payment > Partial payment

Filter 1

Order > Order type

Order

Procedure

Customer > Send email

Use the plus icon to select the desired template for the Customer.

1.3. Send email templates to employees

If you want to inform your employees about additional customer wishes for an order via email, we recommend the event procedure described in Table 3.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 3.

  5. Save the settings.

  6. Carry out the settings according to Table 3.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 3. Setting up the event procedure “Sending email templates to employees”
Setting Option Selection

Event

Order note > Order note from customer

Filter 1

Order > Order type

Order

Procedure

Customer > Send email

Use the plus icon to select the desired template for the Employee.
The email is sent to the email address of the selected employee. For an email address to be available here, it has to be saved with the user in the Setup » Settings » User » Accounts menu.
Tip: Include the template variable $CustomerSpecialWishes in the email template. This template variable displays the text entered by the customer.

If you want to notify your employees via email as soon as an order enters the order status [5] Cleared for shipping, we recommend the event procedure described in Table 4.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 4.

  5. Save the settings.

  6. Carry out the settings according to Table 4.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 4. Setting up the event procedure “Inform employees about status change”
Setting Option Selection

Event

Order change > Status change

Select the status [5] Cleared for shipping.

Filter 1

Order > Order type

Order

Procedure

Customer > Send email

Use the plus icon to select the desired template for the Employee.
The email is sent to the email address of the selected employee. For an email address to be available here, it has to be saved with the user in the Setup » Settings » User » Accounts menu.

1.4. Generating and sending an invoice

If you want your plentymarkets system to automatically generate an invoice as soon as outgoing items have been booked for the corresponding order, we recomment the event procedure described in Table 5.

Generating a document using an event procedure

The following event procedure only triggers the generation of the invoice document. Set up the second event procedure described below to send the invoice document to your customers as a PDF file attached to an email. If you use one and the same event procedure to generate and send documents, it can happen that the email is sent before the invoice document has been created. Thus, we generally recommend to set up two separate event procedures for generating and sending order documents.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 5.

  5. Save the settings.

  6. Carry out the settings according to Table 5.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 5. Setting up the event procedure “Generating an invoice”
Setting Option Selection

Event

Order change > Outgoing items booked

Filter 1

Order > Order type

Order

Procedure 1

Documents > Generate invoice

If needed, activate the options Payment due or Early payment discount or enter a comment that will be displayed on the generated invoice.

If you want to send the invoice to your customers as a PDF attached to an email after generation of the invoice document, we recommend the event procedure described in Table 6.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 6.

  5. Save the settings.

  6. Carry out the settings according to Table 6.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 6. Setting up the event procedure “Sending invoices to customers”
Setting Option Selection

Event

Documents > Invoice generated

Filter 1

Order > Order type

Order

Procedure 1

Customer > Send email

Use the plus icon to select the desired template for the Customer.

1.5. Adding give-aways to orders

If you wish to add give-aways in the form of free items to orders exceeding a certain value of items, we recommend the event procedure described in Table 7.
For further information on give-aways, refer to the Managing items page of the manual.

Creating an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a name for the event procedure.

  4. Select the event according to Table 7.

  5. Save the settings.

  6. Carry out the settings according to Table 7.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 7. Setting up the event procedure “Adding give-aways to orders”
Setting Option Selection

Event

Order generation > New order

Filter 1

Order > Order type

Order

Filter 2

Value of items (gross)

Choose an operator and enter an item value.
Example: Operator >=, Value of items 50.00 = Variation is added when value of items is or 50 GBP or more

Procedure

Item > Add variation

Enter the variation ID of the give-away item.

1.6. Sending shipping confirmations to customers

If you want to send a shipping confirmation to your customers as soon as the package number of the consignment has been imported into your plentymarkets system, we recommend the event procedure described in Table 8. This event procedure will move the order to status 7 and book outgoing items in your warehouse so that physical stock is reduced accordingly.

Setting up an event procedure
  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The window Create new event procedure opens.

  3. Enter a distinct name for the event procedure.

  4. Select the event according to Table 8.

  5. Save the settings.

  6. Carry out the settings according to Table 8.

  7. Place a check mark next to the option Active.

  8. Save the settings.

Table 8. Setting up the event procedure “Sending an automatic shipping confirmation”
Setting Option Selection

Event

Order change > Package number

Filter

Order > Order type

Order

Procedure 1

Customer > Send email

Use the plus icon to select the desired template for the Customer.

Procedure 2

Order > Book outgoing items

Display tracking URL in shipping confirmation

Almost all shipping providers offer your customers the possibility to track their deliveries online. You already saved a tracking URL while setting up your shipping service providers. Once the package number has been entered, your plentymarkets system has all necessary information to send customers a tracking URL for their packages. Use this option and make sure that the shipping confirmation email contains the variable $TrackingURL. We recommend that you test the first tracking URLs for yourself to ensure that they have been processed correctly and that all necessary information are displayed for the customer.

2. Practical examples: Procedure manager

You can use the procedure manager to set up automatic processes that carry out procedures daily at fixed times. In contrast to event procedures, procedures handled by the procedure manager are not triggered by specific events, but take place automatically after a certain span of time has passed. For example, you can use a daily interval to send an automatic payment reminder to customers who have not paid for their orders within the previous 7 days.
For detailed instructions on setting up the procedure manager and on the available filters and procedures, refer to the Procedure manager page of the manual.

2.1. Sending a payment reminder

If you want to remind customers who have placed orders with the payment method Cash in advance of outstanding payments, use the procedure described in Table 9. When carrying out the settings, pay attention to the fact that orders with the payment method Cash in advance are automatically assigned the status [3] Waiting for payment in your plentymarkets system.

Table 9. Setting up the procedure “Sending a payment reminder”
Tab Setting

Settings

Use the option Execute every day at to specify when the procedure should be carried out. Enter a Name and place a check mark next to the option Active.

Filter

For the Status option, select the status Waiting for payment. Select Enter the days for the Last status change setting and enter the number of days into the text field below. Enter the number 7 in the Days field.
With this setting, all orders that have been in status [3] Waiting for payment for exactly seven days are found.

Procedure

For the option Send email template, select the email template previously created for this purpose.

Tip: Several variations of the procedure

We recommend to set up this procedure several times with slight variations. For example, an additional email with another reminder can be sent a few days later. After even more days have passed without incoming payment, another procedure can be set up which moves the status to 8 and thus cancels the order. This status change also releases the stock that has previously been reserved for the order.

2.2. Starting a dispute process on eBay

It is also possible to use the procedure manager to automatically start dispute processes on eBay. The customer then receives a request for payment via eBay. We recommend to select the filters similarly to the ones used in the procedure Sending a payment reminder in the example described above. In addition to the filter settings, select the procedure eBay: Start dispute process.

The dispute process is intended for orders for which payment is outstanding for more than 4 days. In plentymarkets, these orders are referred to as outstanding orders. Those orders are listed and can be imported in the Setup » Markets » eBay » Data exchange. Outstanding orders have to be imported before the dispute process can be started with the procedure manager.

Use the procedure described in Table 10 to automatically start dispute processes.

Table 10. Setting up the procedure “Starting a dispute process on eBay”
Tab Setting

Settings

Use the option Execute every day at to specify when the procedure should be carried out. Enter a Name and place a check mark next to the option Active.

Filter

For the Status option, select the status Incomplete data. Select Enter the days for the Last status change option. Enter the number 10 in the Days field.
Thus, all orders that have been in the status [1] Incomplete data for exactly 10 days are found.

Procedure

For the option eBay, select Start dispute process.

2.3. Automatically posting feedback on eBay

The procedure manager enables you to automatically post positive feedback for customers who have provided you with positive feedback as well. For this procedure, it is necessary to create a corresponding procedure in the Procedure manager and save feedback texts. This procedure is the only one in the procedure manager that is triggered by an event and not at a specified point in time. Please refer to the eBay page of the manual for further information.

To top