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Automating processes

System » Orders » Events

1. Automating processes

Routine tasks make up a significant portion of the daily business. To a large extent, you can let your plentymarkets system take care of these for you. For example sending emails to your customers or employees is a very time-consuming task that however is absolutely necessary for your business. plentymarkets includes different easy to use and efficient tools that will help you to automate these routine tasks. These tools are e.g. the event procedures or the procedure manager that will help you to control and enable automatic processes. Practical examples are given to teach you more about the basic functions of event procedures and the procedure manager.

1.1. Requirements

Certain prerequisites need to be fulfilled before you can automate processes. For example, you need to set up an Email template before you can send it with an event procedure. The prerequisites are listed for the practical examples given on this page.

2. Event procedures

The basic principle is easy to understand: Similar to a switch function, certain events in the online store trigger specific procedures. This is controlled with an event procedure. The simplest example is the order confirmation, in which the event new order is always followed by the procedure: emailing. The email template needs to be selected in the event procedure.

2.1. Creating an event procedure

The following steps describe the general approach when setting up an event procedure. Further options may be displayed depending on which event was selected. You should not activate the procedure until you have finished configuring all of the settings. Of course you can also deactivate event procedures by simply removing the check mark. The event procedure will then no longer be carried out. The event procedure will be inactive without deleting it and you can reactivate it at any time.

Creating an event procedure:

  1. Go to System » Orders » Events.

  2. Click on the green plus icon in the lower left corner to create a new event procedure.

  3. Enter a name.

  4. Select the desired option as the event.

  5. If further options appear afterward, then select the desired option here as well.

  6. Save the settings.
    → The event procedure will be created.

  7. Click on the green plus icon to create one or more filters of the desired filter type.
    → The filter will be added.

  8. Mark the desired option in the filter.

  9. Click on the green plus icon to create one or more procedures of the desired procedure type.
    → The procedure will be added.

  10. Within the procedure, select the desired option or carry out the setting.

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

  12. Save the settings.

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Image 1: configuring an event procedure; procedures tab

3. Examples: Event procedures

Here are some examples for automatic procedures that are triggered using event procedures. The first examples show you how to automatically send Email templates. The next example shows you how to automatically change the status of an order.

Tip: Email templates

Keep the required Email template in mind and set it up before configuring the event procedure.

3.1. Sending an email template to a customer

You can use event procedures to automatically send E-mail templates to your customers when certain events occur. Go to System » Client » Select client » Email » Templates to set up Email templates. You can send your customers:

  • order confirmations to let them know that you received the order.

  • messages if the customer paid the wrong amount.

3.1.1. Sending customers an order confirmation

Proceed as described in section 2.1 to create the event procedure.

The following table shows the necessary settings:

Section Configuration

Event

Select the option Order generation » New order as the event.

Filter

Add the filter Order > Order type and then place a check mark next to Order.

Procedures

Add the procedure Customer > Send email. Click on the plus icon to add the desired template, e.g. confirmation of a store order and recipient, e.g. the customer.

Table 1: event procedure: settings for order confirmation

3.1.2. Informing customers about a partial payment

Proceed as described in section 2.1 to create the event procedure.

The following table shows the necessary settings:

Section Configuration

Event

Select the option Payment > Partial payment as the event.

Filter

Add the filter Order > Order type and then place a check mark next to Order.

Procedures

Add the procedure type Customer > Send email. Click on the plus icon to add the template, e.g. partial payment received for the customer.

Table 2: event procedure: settings for partial payment notification

3.2. Sending an email template to a member of your own staff

You can also use event procedures to send your employees an Email template when certain events occur. You can inform your employees:

  • when the customer enters some kind of special request or note about the order into the My account area of the online store.

  • when an order switches to order status [5] Cleared for shipping.

3.2.1. Informing employees about special requests

Proceed as described in section 2.1 to create the event procedure.

The following table shows the necessary settings:

Section Configuration

Event

Select the option Order change > Order note from customer as the event.

Filter

Add the filter Order > Order type and then place a check mark next to Order.

Procedures

Add the procedure type Customer > Send email. Click on the plus icon to add the desired template for the employee.
The email will be sent to the selected employee’s email address. You can only select email addresses here that were previously saved in the user data in the System » Settings » User » Accounts menu.
Tip: Insert the wildcard character $CustomerSpecialWishes into the email template. This wildcard character will display the text entered by the customer.

Table 3: event procedure: settings for special request notifications

3.2.2. Informing employees about a change of status

Proceed as described in section 2.1 to create the event procedure.

The following table shows the necessary settings:

Section Configuration

Event

Select the option Order change > Status change as the event and select the status [5] Cleared for shipping.

Filter

Add the filter Order > Order type and then place a check mark next to Order.

Procedures

Add the procedure type Customer > Send email. Click on the plus icon to add the desired template for the employee, e.g. Shipping confirmation of order.
The email will be sent to the selected employee’s email address. You can only select email addresses here that were previously saved in the user data in the System » Settings » User » Accounts menu.

Table 4: event procedure: settings for change of status notification

3.3. Changing the order status

You can also use event procedures to automatically change the status of your orders. For example, you can:

  • Create an invoice when the order status changes to [5] Cleared for shipping and then give this order status [6] Currently being shipped after the invoice was created.

3.3.1. Generating invoices and changing statuses

Proceed as described in section 2.1 to create the event procedure.

The following table shows the necessary settings:

Section Configuration

Event

Select the option Order change > Status change as the event and select the status [5] Cleared for shipping.

Filter

Add the filter Order type and then place a check mark next to Order.

Procedures

Create the procedure type Order > Change status and then select the status [6] Currently being shipped.
Create the procedure type Documents > Invoice. If needed, activate the options Payment due and Early payment discount. Carry out the desired settings. Enter a comment if needed.
Note: This event procedure will only generate the invoices. Set up a second event procedure to send your customers the invoice that was just created as an E-mail attachment**. If you set up an event procedure that simultaneously creates and sends the invoice, then the email may accidentally be sent before the invoice was fully created. This is why we recommend that you set up two separate event procedures.

Table 5: event procedure: generating invoices and changing order statuses

Automating detailed fulfillment processes

You can automate certain fulfillment processes as an alternative to event procedures. Go to Orders » Fulfillment to specify which fulfillment documents should automatically be created for orders that have a certain status. You can also specify that the orders should be set in a different status once the documents were created. In this menu you can configure detailed fulfillment processes. For further information, refer to the Standard fulfillment in detail page of the manual.

3.4. Assigning give-aways to an order

You can use event procedures to give your customers a certain item from your portfolio free of charge if their purchase reaches a certain value. Detailed instructions on the Give-away page of the manual describe how this can be done with the help of an event procedure.

4. Procedure manager

Use the procedure manager to configure automatic processes that will be carried out every day at a previously defined point in time. Unlike the event procedures, the processes carried out with the procedure manager are usually not triggered by certain events. Rather, they occur after a specific amount of time has passed. For example, you could send an automatic payment reminder to all customers that have not paid their invoice within the last 7 days.

4.1. Configuring a new procedure

The following steps describe the general approach when setting up a procedure. Procedures are activated in the Settings tab. However, it may be better to wait and activate the procedure after you have finished configuring the settings. You can deactivate procedures by simply removing the check mark. The procedure will then no longer be carried out. The procedure will be inactive without deleting it and you can reactivate it at any time. Proceed as described below to configure procedures.

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Image 2: configuring a new procedure; filter tab

Configuring a new procedure:

  1. Go to System » Orders » Procedures.

  2. Click on the New procedure tab to create a new procedure.
    → The editing menu is composed of these three tabs: Settings, Filter and Procedure.

  3. Click on the Settings tab.

  4. Set the time at which you want the procedure to be carried out.

  5. Enter a name.

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

  7. Click on the Filter tab.

  8. Select the desired filters.

  9. Click on the Procedure tab.

  10. Select the desired procedure(s).

  11. Save the settings.

5. Examples: Procedure manager

5.1. Reminder / dunning letter for eBay customers

After retrieval, listings from eBay receive either order status [1] Incomplete data or [3] Waiting for payment. This status depends on the setting selected in the System » Listings » Checkout menu. If status [1] was assigned, then it can easily be found out whether a customer completed the order process or not. If the customer has successfully completed the order process, the order receives the status [3] Waiting for payment or [5] Cleared for shipping. The following settings are recommended if you want to send a notification to all customers who have not successfully completed the order process. For further information, refer to the Checkout page of the manual.

Proceed as described in section 4.1 to configure the procedure manager.

The following table shows the necessary settings:

Tab Setting

Settings

Set the time at which you want the procedure to be carried out. Enter a name and place a check mark next to the option Active.

Filter

Select [1] Incomplete data as the status. Select Enter the days from the Last status change option. Enter 2 into the field.
This search will find all of the eBay orders that have been in status 1 for exactly two days.

Procedure

Select the Email template that you created for this situation from the Send email template drop-down.

Table 6: procedure manager: settings for a reminder/dunning letter for eBay

5.2. Payment reminders

Defaulting customers can be contacted with a similar procedure. Here, we assume the typical situation with the payment method cash in advance. An order including this payment method directly receives status [3] Waiting for payment.

Proceed as described in section 4.1 to configure the procedure manager.

The following table shows the necessary settings:

Tab Setting

Settings

Set the time at which you want the procedure to be carried out. Enter a name. Place a check mark next to the option Active.

Filter

Under Status, select the option [3] waiting for payment. Select Enter the days from the Last status change option. Enter 7 into the field.
This search will find all of the orders that have been in status 3 for exactly seven days.

Procedure

Select the Email template that you created for this situation from the Send email template drop-down.

Table 7: procedure manager: settings for payment reminders

Tip: Procedure variations:

We recommend creating several variations of this procedure. That way, it would be possible to send another, more clearly formulated email a few days later. Again, a few days after that, the next procedure could be executed, which would automatically set the order status to 8. This would cancel the order irreversibly. This change of status will also cause the stock units reserved for this order to be released again.

5.3. eBay payment reminders

The eBay dispute process can be started with plentymarkets. The customer receives a request for payment via eBay. This process can also be started with the procedure manager. We recommend that you select the filter settings for this procedure according to the settings for the procedure payment reminder in the section above. As the procedure, however, select eBay: start dispute process.

The dispute process is intended for orders that have been waiting for payment for at least 4 days. In plentymarkets, these orders are referred to as outstanding orders. Go to Settings » Markets » eBay » Data exchange to view and import these orders. You have to import these outstanding orders before you can start the dispute process with the procedure manager.

Proceed as described in section 4.1 to configure the procedure manager.

The following table shows the necessary settings:

Tab Setting

Settings

Set the time at which you want the procedure to be carried out. Enter a name. Place a check mark next to the option Active.

Filter

Select [1] Incomplete data as the status. Select Enter the days from the Last status change option. Enter 10 into the field.
This search will find all of the eBay orders that have been in status 1 for exactly ten days.

Procedure

Select Start dispute process from the eBay drop-down list.

Table 8: procedure manager: settings for eBay payment reminders

5.4. eBay feedback

plentymarkets gives you the possibility to automatically evaluate a purchaser positively after the purchase has been made or when you received a positive evaluation. In order for this to happen you will need to set up a procedure in the procedure manager and you will need to save some feedback texts. This procedure is the only one that can be set up with the procedure manager that does not depend on a certain point in time but is rather triggered by an event. For further information, refer to the Automatic feedback page of the manual.

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