Sending emails

All emails that are sent with plentymarkets are based on email templates. Go to Setup » Client » Select client » Email » Templates to manage email templates. Create as many email templates as desired. In case of certain events, e.g. if a new order is placed in your online store or when a contact subscribes to a newsletter, your plentymarkets system automatically creates emails from these templates and sends them to your contacts. You determine the time when the emails are to be sent automatically.

Learn in the following video tutorial how you link your email account with plentymarkets, set up your signature and activate the info service:

Linking your email account with plentymarkets

1. Saving the email server’s login details

In the Setup »Client » Select client » Email » Login details menu, you save the login details of a mailbox so that plentymarkets emails such as order or shipping confirmations can be sent from this email address.

Saving the email server’s login details:

Go to Setup » Client » Select client » Email » Login details.
Carry out the settings. Pay attention to the information given in Table 1.
Save () the settings.

Table 1. Saving the email server’s login details
Setting	Explanation
Test mode	Select Active or Inactive. Active = The test mode is activated. All emails are only sent to the saved email address. This allows you to test the settings before switching to the live mode. Inactive = The live mode is activated. *Important:* The test mode is only applied to this online store. The settings for additional clients (stores) are carried out in the client’s menu.
Name of sender	Enter your name or the name of the online store. This name is displayed to the recipient. Avoid using special characters in order to allow for correct display.
Email address	Enter the email address as it is listed in the email program.
Outgoing mail server/SMTP server	Enter the outgoing mail server as specified by the provider (usually smtp.domain.co.uk or mail.domain.co.uk). *mailbox.org:* For mailbox.org mailboxes, enter the outgoing mail server smtp.mailbox.org and select the encryption method SSL.
User name	Enter the user name that matches the email address. *mailbox.org:* The mailbox.org user name is the complete email address of the mailbox.org mailbox.
Password	Enter the password that matches the user name and email address.
Port (standard: 25)	Enter the value 25. This value is correct for nearly all providers. Otherwise, ask your provider about the correct port. *mailbox.org:* For mailbox.org mailboxes, enter the port 465 and select SSL as encryption method.
Encryption	Select SSL, TLS or No encryption. For further information, refer to the Selecting the encryption for email communication chapter. *mailbox.org:* For mailbox.org mailboxes, enter port 465 and select the encryption method SSL.

Entering newsletter login details

Go to Setup » Client » Select client » Email » Newsletter. Enter the login details to use the newsletter service that is integrated in plentymarkets. For further information, refer to the Entering newsletter login details chapter of the Sending newsletters page of the manual.

2. Selecting the encryption for email communication

The encryption methods SSL, TLS and the setting no encryption are available in plentymarkets. Select one of these encryption methods for the communication with the email server. Which settings you have to carry out is described in the following sub-chapters.

2.1. Security via SSL encryption

Set up SSL encryption for protected data transfer between your email programs and your mailbox. Table 2 explains the settings for SSL encryption in the Setup » Client » Select client » Email » Login details menu.

Table 2. Settings for SSL encryption
Server type	Server	Connection security	Port
IMAP	mail.YOUR-DOMAIN.co.uk	SSL/TLS	993
POP3	mail.YOUR-DOMAIN.co.uk	SSL/TLS	995
SMTP	mail.YOUR-DOMAIN.co.uk	SSL/TLS	587

2.2. Security via STARTTLS

plentymarkets also provides STARTTLS in order to ensure compatibility with older email programs. Table 3 explains the settings for STARTTLS encryption in the Setup » Client » Select client » Email » Login details menu.

Table 3. Settings for STARTTLS encryption
Server type	Server	Connection security	Port
IMAP	mail.YOUR-DOMAIN.co.uk	STARTTLS	143
POP3	mail.YOUR-DOMAIN.co.uk	STARTTLS	110
SMTP	mail.YOUR-DOMAIN.co.uk	STARTTLS	25

2.3. Unencrypted connection

Security not guaranteed

Unencrypted communication can be read by third parties. Unencrypted transmission does not meet current security standards.

Table 4 explains the settings for unencrypted communication in the Setup » Client » Select client » Email » Login details menu.

Table 4. Settings for unencrypted connections
Server type	Server	Connection security	Port
IMAP	mail.YOUR-DOMAIN.co.uk	none	143
POP3	mail.YOUR-DOMAIN.co.uk	none	110
SMTP	mail.YOUR-DOMAIN.co.uk	none	25

3. Saving the email signature

Go to Setup» Client » Select client » Email » Signature to save the signature. The signature is then automatically inserted into an email template.

Pay attention to the legal requirements

Note the legal requirements that are in effect for your online store as to the content of an email signature, e.g. specifying the VAT number. Email signatures are required to include the same information as company business letters. Non-compliance can result in a fine or in a costly warning being issued by a competitor. If in doubt, ask a specialised solicitor.

Saving the email signature:

Go to Setup » Client » Select client » Email » Signature.
Enter the text for your signature. Pay attention to the explanations given in the green box.
Save () the settings.

Formatting the signature by means of the HTML editor

Select whether you save the text of your signature as plain text signature or HTML signature. If you want to format the text, it is recommended to enter the text in the HTML signature section. An integrated HTML editor is provided to assist you with editing and formatting.

Go to Setup » Settings » Editors and determine which editors should be available for certain areas in your plentymarkets system. Choose between Editor, Syntax editor and Text field.

4. Setting up the email information service

In the Setup » Client » Select client » Email » Info service menu, you have the possibility of sending a "blind copy" (BCC) of all emails sent by your plentymarkets system to an email address of your choice. This can be particularly helpful in the early stages of your online store, as it allows you to maintain an overview of all sent emails and recognise where processes can still be improved. You can, for example, also set that you automatically receive an informational email for each order.

Setting up the email information service:

Go to Setup » Client » Select client » Email » Info service.
Carry out the settings. Pay attention to the information given in Table 5.
Save () the settings.

Table 5. Setting up the email information service
Setting	Explanation
All outgoing emails are sent as blind copies (BCC) to the email address entered in the next line	Select whether all outgoing emails are sent as BCC to one or multiple email addresses. The email addresses are entered in the next line. YES = The option is activated. NO = The option is deactivated (default setting).
Email address for blind copy	Enter the email address(es). If you enter multiple email addresses, separate them with commas and do not use spaces.
Deactivate blind copies (BCC) for the newsletter	Select whether blind copies (BCC) should be sent for newsletters. Activate option = No blind copies are sent for newsletters. Deactivate option = Blind copies are sent for newsletters (default setting).
Send notification to email address when a new order was received (next line)	Select whether an email should be sent when an order is received. The email addresses are entered in the next line. YES = An email is sent when an order is received. NO = No email is sent (default setting). *Important:* This function is not available for new orders on eBay. It is recommended instead to set up an event procedure.
Email address	Enter the email address(es). If you enter multiple email addresses, separate them with commas and do not use spaces.

5. Using the HTML design

Use the Setup » Client » Select client » Email » HTML design menu to set an HTML design for each client (store). The HTML design can then be linked to email templates. You can activate or deactivate the design separately for every email template.

Use this function to ensure that for example the letterhead including the logo of your company automatically appears in all selected email templates. By doing so, it is no longer needed to insert the letterhead and the logo for each email template individually. If you make changes in this menu, you change the design for all linked email templates.

If you wish to create your email templates without a centrally saved HTML design, proceed with the Creating an email template chapter.

5.1. Uploading the company logo to the image gallery

You can adapt your email templates to the design of your online store, e.g. by inserting your company logo in the HTML design. First, you have to upload the logo to the image gallery. After you created the email template, you insert the logo in the HTML design and link the design with this email template.

Uploading the company logo to the image gallery:

Opens the CMS » Image gallery menu.
Click on the folder that you want to upload the logo to.
Or: Create a new folder.
Upload the logo to the folder by clicking on Upload files or by using the drag & drop function.
→ The logo is uploaded.
Click on the image.
→ The window with the name of the image opens.
Copy the URL from the field Absolute URL.
Close the window.

For further information about the image gallery, refer to the CMS page of the manual.

5.2. Inserting template variables in the HTML design

First, insert the template variables $EmailContentHTML and $SignatureHTML in the HTML design. After you created the email template, link the HTML design with the email template.

$EmailContentHTML has to be present

The template variable $EmailContentHTML has to be inserted in the HTML design. Otherwise, the HTML design cannot be used.

Inserting template variables in the HTML design:

Go to Setup » Client » Select client » Email » HTML design.
Insert the template variables $EmailContentHTML and $SignatureHTML.
→ $EmailContentHTML contains the content of the email. $SignatureHTML contains the signature.
Format the HTML design as desired.
Save () the settings.

Now create the email template as described in the following chapters. Afterwards, you insert the logo in the HTML design and link the design with the email template.

6. Creating an email template

Go to Setup » Client » Select client » Email » Templates to create new email templates. The folder General email templates already contains preconfigured email templates. You can of course make changes to these templates.

You can define up to 2 attachments for each email template:

a PDF document from the Orders » Fulfilment menu, e.g. an invoice
a document that you uploaded in the CMS » Documents menu, e.g. an item brochure or a user guide.

These attachments can be sent to your customers in a standardised way via email templates. For example, it would be useful to attach PDF documents of your cancellation rights and terms and conditions to the email template Confirmation of online store order.

Sending reversal document and invoice in one email template

It is possible to select the option Reversal document and new invoice from the PDF attachment drop-down list of an email template. If the order changes after the invoice has been created, you can send your contacts both documents in one email.

Learn in the following video tutorial how to create an email template:

Creating email templates

Creating an email template:

Go to Setup » Client » Select client » Email » Templates.
Click on New email template.
→ The New email template window opens.
Enter the name for the template.
Select the owner or the option ALL from the drop-down list Owner.
Click on Save.
→ The email template is created and saved in one of the 3 folders, depending on the selected setting in the Owner drop-down list.
Carry out the remaining settings. Pay attention to the information given in Table 6.
Save () the settings.

Table 6. Settings in the **Setup » Client** » *Select client* » **Email » Templates** menu
Setting	Explanation
Save	Saves the settings in the email template.
Template variables and template functions	Click on to open the Template variables and functions section from which the template variables and template functions are copied for the email template.
Tab: Settings
Owner	If the name of the owner has already been selected from the drop-down list upon creation of the email template, the name of the owner is displayed here. Otherwise, select the owner from the drop-down list. This setting can be changed at any time. All = The template is saved under General email templates. Private user name = The template is saved under General email templates. Other user name = The template is saved under Email templates from other users. *Note:* You have to be logged into the system as a user in order to create your own email templates under My email templates.
Name	If the name has already been entered upon creation of the email template, the name of the email template is displayed here. Otherwise, enter the name for the template. The name can be changed at any time. The name is not displayed to the recipient.
Content	Select whether the content of the email template should be saved as plain text or in HTML format. *Tip:* Use text in HTML format. The link for order processing (template function {%Link_Checkout()%}) can be very long. Pure text emails can lead to line breaks that can damage the link. *Important:* If you add further languages in HTML format, pay attention that the setting Only in HTML format is selected in the drop-down list Content in the Settings tab. The selection Plain text only is the standard setting for all languages.
Template type	Select for which area the email template should be available. Possible options: All (default setting), Order, Customers, Online store, Ticket or Scheduler. All / Online store = The email template is available for all areas. Order = The email template is only available for the selected area. The template is not visible in the other areas. If the ticket is linked with an order, email templates with the template type Order can also be selected in the ticket. Customers = The email template is only available for the selected area. The template is not visible in the other areas. Ticket = The email template is only available for the selected area. The template is not visible in the other areas. Scheduler = The email template is available for all areas where the template type Order is visible.
PDF attachment	Select the attachment from the drop-down list. The documents that can be selected from this drop-down list are for example generated in the Orders » Fulfilment menu or through shipment-related processes. Currently available attachments: Adjustment form, credit note, delivery note, dunning letter, entry certificate, invoice, multi-credit note, multi-invoice, offer, OpenTrans (XML), order confirmation, pick-up delivery, PO delivery note, pro forma invoice, purchase order (CSV), purchase order (PDF), receipt, repair slip, return label, reversal document, reversal document and new invoice, reversal refund, reversal refund and new credit note, SEPA direct debit mandate, shipping label, voucher.
Document attachment	Documents that were uploaded under CMS » Documents are displayed here. You can attach one of these documents to an email template. All email templates can be sent with up to 2 attachments in a standardised way: Use email templates to send PDF documents relating to fulfilment (e.g. invoices) or other files (e.g. brochures or instructions). For example, it would be useful to attach PDF documents of your cancellation rights and terms and conditions to the email template Confirmation of online store order.
Reply to	Enter an email address. If someone replies to the email template, their message is sent to this address. If no email address was entered, replies to the template are sent to the email address that is saved under Setup » Client » Select client » Email » Login details. For example, it is useful to enter the accounting department’s email address for the PDF invoice email template. Questions about the invoice would then directly be sent to your accounting department and wouldn’t have to be forwarded to them in an extra step.
Use design	Activate if the content of the email should be sent with the design that was saved under Setup » Client » Select client » Email » HTML design. If the option is not activated, only the content of the email template is used.
Client (store)	Activate one, multiple or ALL clients (stores). The email template is only valid for the selected clients (stores).
Tab: Email message
Select language	If required, select another language from the drop-down list. *Note:* The language that is set in the contact data record determines which language is sent in the email template.
Subject	Enter the subject text. Choose the subject carefully so that the emails are recognised by the email account and displayed in the customer’s inbox instead of his or her spam folder.
Content / Item list	It is not possible to use global template variables in the Content tab, all order-related, contact-related and address-related template variables. In the Item list tab, only template variables that contain values of order items can be used. If these variables were used in the Content tab, they would be empty and no content would be shown. In these tabs, enter the text respectively the item list as plain text or in HTML format as well as the template variables and template functions. *Note:* Check which type of content was selected in the Settings tab under Content. Enter the text of the email into this corresponding tab. For example, if Plain text only is selected but you entered content into the Text in HTML format tab, this content is not sent in the email.

Tip: Use text in HTML format

plentymarkets recommends that you use text which was formatted with HTML because the link for order processing can be very long. Pure text emails can lead to line breaks that might damage the link. Furthermore, if you use HTML-formatted text, you have the possibility to format the text by means of the integrated HTML editor.

Go to Setup » Settings » Editors and determine which editors should be available for certain areas in your plentymarkets system. Select the editor, syntax editor or text field.

6.1. Using template variables and template functions

Have a look at the following video tutorial and get to know template variables and if constructs in plentymarkets:

Getting to know template variables and if constructs in plentymarkets

Template variables and template functions can be used in email templates. In place of the variable or the function, your plentymarkets system automatically displays the content that this variable or function represents. In this way, only the content is displayed in the email. If you use the ticket system, some template variables can also be used as assignment parameters.

Open an email template in the Setup » Client » Select client » Email » Templates menu to display a list of all template variables and template functions that are available for your email templates.

For an overview of the template variables and template functions for email templates, refer to the Template variables and template functions available for email templates chapter.

Inserting the link to the order processing in the email template

If possible, every email that is sent to a customer should include a link to the order processing. The customer can use this link to look at the current status of his or her order any time. Insert the template function Link_Checkout() in the email template. In order that the URL is correctly translated, you have to insert the template function into the email template as follows: {%Link_Checkout()%}.

6.2. Configuring the display of variations

You can individually set up the how the order item lines are structured for each email template and language. If queries can also be used for the configuration of variations. If you do not set up how the variations should be displayed, plentymarkets displays a standard list of the variations.

Add template variable $OrderProperties in the item list

The template variable $OrderProperties that displays the order properties is not contained in the standard list of the variations in the email templates of the template type Order. This means that order properties are not displayed in the variations. If you would like that the order properties are contained in the item list, you have to manually add the template variable $OrderProperties.

Configuring the display of variations:

Go to Setup » Client » Select client » Email » Templates.
Open the template.
Click on the Email message tab.
→ The Content tab is shown.
Insert the template variable $ItemListHTML in the tab Text in HTML format or the template variable $ItemListPlain in the tab Plain text in the email’s Content tab. Position the template variable where you would like the variations to be displayed.
Copy the template variable from the overview that you need for the variations and add the template variable to the tab Item list.
→ To help with the formatting, for example, you can insert tabs that you copied from a text program between the template variables (see Figure 1).
Save () the settings.

Figure 1. Template variables available for the item list

Example: Displaying variations

Insert the template variables to display the item ID ($ItemID), the item name ($ItemName) and the item price ($ItemPrice) of the variations. The display begins with a hyphen. This is used at the start of each new line, even if multiple variations are shown. In order for the display to "work" on multiple lines, insert a line break at the end of the line by pressing Enter.

How you open the preview in order to check the email template is described in the Checking the email template using the preview function chapter.

Using if queries in email templates

Use if queries in email templates to display specific information on a case-by-case basis. For example, you can save a code that causes bank details to only be displayed in the email to the customer if cash in advance (ID = 0) was selected as the payment method. This if query can be found in the following example.

{% if $MethodOfPaymentID==0 %}

B A N K   D E T A I L S:

Please use the following bank details when paying with cash in advance:

Bank: Your bank
Bank code: 12345678
Account number: 0123456789
Account holder: John Doe

PLEASE ENTER THE FOLLOWING INFORMATION AS THE DESIGNATED USE:

ID $OrderID CUSTOMER $CustomerID

International Account Data

IBAN: DE 31245678954621487954
Swift: BIC WERTIUANEBQJ

{% endif %}

For further information, refer to the CMS syntax page of the manual.

6.3. Checking the email template using the preview function

Use the email preview function to check whether your email template meets your requirements. You should also check to make sure that the link for order processing works correctly. Proceed as follows to open the preview of the email template.

Checking the email template using the preview function:

Go to Orders » Edit orders.
Open the order.
Click on the Mail tab.
Select the language from the Select a language drop-down list in the Email templates tab.
Click on the tab where your email template is saved: General email templates, My email templates or Email templates from other users.
Activate the email template.
Click on Preview.
→ The Email preview window opens.

6.4. Editing the email template

You can edit general email templates, your own email templates and email templates of other users. Go to Setup » Client » Select client » Email » Templates to edit email templates.

Editing the email template:

Go to Setup » Client » Select client » Email » Templates.
Click on the folder where the email template that you want to edit is saved.
Click on the email template.
→ The Settings tab of the email template opens.
Carry out the settings. Pay attention to the information given in Table 6 in the Creating an email template chapter.
Save () the settings.

Check email template after every change

You should use an order’s email service to check every change that is made to a template. In particular, you should check to make sure that the link for order processing works correctly. To do so, proceed as described in the Checking the email template using the preview function chapter.

7. Inserting the company logo in the HTML design

In the next step, you insert the logo via an image link in the HTML design of an already created email template. Proceed as described below.

Inserting the company logo in the HTML design:

Go to Setup » Client » Select client » Email » Templates.
Open the email template which you want to insert the logo in.
Click on the Email message tab.
Click on the Text in HTML format tab within the Content tab.
Select the option Editor from the drop-down list in the top right.
→ 2 toolbars to format the text are displayed.
Click on Image in the toolbar.
→ The Image properties window opens.
Paste the absolute URL that you have just copied from the image gallery in the field URL.
Click on OK.
→ The logo is shown.
Save () the settings.

8. Linking the HTML design with an email template

Go to Setup » Client » Select client » Email » Templates. Carry out the following settings to link the HTML design with an email template. Make sure that the content of the email template is saved in the Text in HTML format tab. Save the content there if it was not saved already. This content is displayed with the template variable $EmailContentHTML.

Linking the HTML design with the email template:

Go to Setup » Client » Select client » Email » Templates.
Select the email template from the folder.
Select the option Only text in HTML format from the Content drop-down list.
Activate the option Use design.
Enter a subject in the Email message tab.
Save () the settings.

9. Sending emails

In order to send emails, user data has to be saved in the Setup » Settings » User » Accounts menu. This data can be obtained from your provider and corresponds to the data that is saved in your email program.

9.1. Sending ticket messages and comments as emails

An email account has to be saved in the Setup » CRM » Ticket system » Email accounts menu in order for messages and comments to be sent as emails. You also have to set up an email template that displays the last ticket message or comment. This email template has to be linked to an event procedure in order for messages and comments to be sent via email. For further information, refer to the Using the ticket system page of the manual.

9.2. Sending coupons via email

You can send coupons and coupon codes via email. Simply attach them to emails as PDF files. For further information, refer to the chapters Inserting coupon codes directly into emails and Configuring coupon templates on the Coupons page of the manual.

10. Setting up the automatic email despatch

The Setup» Client » Select client » Email » Automatic menu contains various events that can be linked with an email template. Select the email template that you have previously created in the Setup » Client » Select client » Email » Templates menu from the drop-down list. This ensures that the email template is sent to your customer once the event occurs.

Removing the link before deleting the email template

Deleting an email template that is linked with an event in the Automatic email section may lead to undesired effects. Therefore, first go to Setup » Client » Select client » Email » Automatic and remove the link by selecting the option Do not send from the drop-down list in the line of the event. Afterwards, you delete the email template in the Setup » Client » Select client » Email » Templates menu.

Learn in the following video tutorial how you link your email templates with fixed events and set up event procedures for the automatic email despatch:

Automate your email despatch

Setting up the automatic email despatch:

Go to Setup » Client » Select client » Email » Automatic.
Select an email template from the drop-down list in the line of the event. Pay attention to the information given in Table 7.
Save () the settings.

Click on Edit email template. This opens the email template in the Setup » Client » Select client » Email » Templates menu. The email template can be edited there.

Table 7 lists explanations of some of the events.

Table 7. Explanations for some events in the **Setup » Client** » *Select client* » **Email » Automatic** menu
Setting	Explanation
New order from online store	The contacts receive an email including the order confirmation after the purchase has been completed in the online store.
Send customer email to change password	The contacts receive an email with a link to the new password. The link has to be actively confirmed. The template function {% Link_ChangePassword() %} has to be included in the email template.
Newsletter opt-in	The customers receive an email when they have registered for the newsletter. The email template should include the confirmation link that the customers have to click in order to complete the newsletter registration process.
Newsletter opt-in confirmation	The contacts receive a confirmation email once they have activated the confirmation link that was sent with the email template for the Newsletter opt-in event.
Reminder in case of aborted purchase	The contacts receive a reminder email that one or multiple items are in the shopping cart, but the purchase has not been completed yet. It also makes sense for the email template to include a link to the shopping cart. Customers can then click on this link to complete their order. Simply insert your online store’s URL with the suffix /basket/ (example: https://www.myshop.co.uk/basket/). The only requirement is that potential customers were registered and logged into your online store. Otherwise the email address is not available and the email template cannot be sent automatically. *Important:* Due to missing previous consent of the recipient, this kind of email despatch can be considered to be unsolicited message (spam). Therefore, it is recommended to ask a specialised solicitor.
Tell-A-Friend	This event sends an email with the link to an item from the online store as a recommendation to an email address that the customers have entered in the Tell-A-Friend form in the online store. *Important:* Due to missing previous consent of the recipient, this kind of email despatch can be considered to be unsolicited message (spam). Therefore, it is recommended to ask a specialised solicitor.
Registration for sweepstakes	The contacts that have registered for the sweepstake receive a confirmation email.
Email when item becomes available	The customers receive an email containing the information that a certain item is available again. Beforehand, the customers have entered their email address directly next to the item that could not be delivered at that time.

Automatic email despatch taking a new order on eBay as an example

An order is automatically created in plentymarkets after a customer has purchased an item on eBay. If you have created the email template "Order confirmation eBay" for example and selected this template from the drop-down list for the event New order from eBay in the Setup » Client » Select client » Email » Automatic menu, an email is automatically sent to the customer. The following green box contains an example text for the email template.

Example email template that should be sent after a purchase is made on eBay

Dear $CustomerFullName,

Congratulations on winning the auction!

In order to keep the checkout process as simple as possible, click on the following link or copy and paste it into the address line of your browser.

In the checkout area, you are able to view and make changes to your personal data as well as view our bank details. When making a bank transfer, always specify the designated use that is saved in this section.

{%Link_Checkout()%}

Along with the automatic email despatch, a message can also be sent to the contact via the eBay messaging system. Go to Setup » Markets » eBay » Settings. Click on the Account settings tab and save the text in the sub-menu Message after purchase. For further information, refer to the Sending messages after purchase chapter on the Setting up eBay page of the manual.

Setting up an event procedure

It is also possible to set up event procedures in the Setup » Orders » Events menu. Define an event, activate one or more filters and decide which procedures your plentymarkets system should carry out automatically when the event occurs. For example, you can use filters to trigger a procedure once a contact has placed a certain number of orders. The procedure could send an email that includes a coupon. For further information, refer to the event procedures page of the manual.

11. Displaying sent email templates for each customer

Go to Orders » Edit orders » Open order » Tab: Email » Tab: Emails sent. There you can display all email templates that you have ever sent to the customer. Note that only those email templates that are linked to a unique customer ID are displayed in this tab.

Displaying sent email templates for each customer:

Go to Orders » Edit orders.
Open the order.
Click on the Mail tab.
Click on the Emails sent tab.
→ The date, time, email address of the recipient, ID and name of the template as well as the order ID are displayed.

Expand the section Other emails sent to this customer… to display all emails that have been sent to the customer. Here you can also see those emails that were sent to the customer from another order. Click on the order ID on the right-hand side. The order overview of the order opens in a separate tab.

12. Displaying all sent email templates

Go to plentymarkets logo (Start) » Statistics to create a new statistic. Select the statistic type Sent email templates in the Orders section. This statistic shows information about the emails sent with your plentymarkets system according to the ID and the name of the email template. This statistical feedback is made for each date within the selected time span. The standard setting of the time span is the last 30 days. You can also adapt the time span or select a start date and an end date.

In this statistic, you can see for example which email template was used during the selected time period. This helps you to easily recognise which processes were carried out on a regular basis. For further information, refer to the Statistics page of the manual.

13. Template variables and template functions available for email templates

13.1. Template functions

The link functions listed in Table 8 are available for email templates.

Correct "translation" of template functions

In order to ensure that the template functions are correctly displayed as a URL, the template function has to be enclosed by {% and %}.

Table 8. Template functions available for email templates
Function	Explanation
Address($field, $subField?)	This function returns the address of the contact and is available in email templates of the types Contact and Ticket. As well as the field name itself and the alternative value (alias) can be used as $field. *Examples:* Address('name1') and Address('companyName') return the company name of the contact address. Address('address1') and Address('street') return the street of the contact address. Address options can be retrieved via their alternative values. As an example,Address('email') returns the email address and Address('taxIdNumber') returns the VAT number of the contact address. Moreover, the data of two sub-data records of addresses are available for which the second and optional parameter $subField applies: - Address('state', 'name') returns the name of the region/federal state and Address('state', 'isoCode') returns the ISO code. - Address('country', 'name') returns the name of the country, Address('country', 'isoCode2') returns ISO code 2 of the country and Address('country', 'isoCode3') returns ISO code 3 of the country.
BillingAddress($field, $subField?)	This function returns the data of the invoice address and is available in email templates of the types Order and Scheduler. As well as the field name itself and the alternative value (alias) can be used as $field. *Examples:* BillingAddress('name1') and BillingAddress('companyName') return the company name of the invoice address. BillingAddress('address1') and BillingAddress('street') return the street of the invoice address. Address options can be retrieved via their alternative values. As an example,BillingAddress('email') returns the email address and BillingAddress('taxIdNumber') returns the VAT number of the invoice address. Moreover, the data of two sub-data records of invoice addresses are available for which the second and optional parameter $subField applies: - BillingAddress('state', 'name') returns the name of the region/federal state and BillingAddress('state', 'isoCode') returns the ISO code. - BillingAddress('country', 'name') returns the name of the country, BillingAddress('country', 'isoCode2') returns ISO code 2 of the country and BillingAddress('country', 'isoCode3') returns ISO code 3 of the country.
DeliveryAddress($field, $subField?)	This function returns the data of the delivery address and is available in email templates of the types Order and Scheduler. As well as the field name itself and the alternative value (alias) can be used as $field. *Examples:* DeliveryAddress('name1') and DeliveryAddress('companyName') return the company name of the delivery address. DeliveryAddress('address1') and DeliveryAddress('street') return the street of the delivery address. Address options can be retrieved via their alternative values. As an example,DeliveryAddress('email') returns the email address and DeliveryAddress('taxIdNumber') returns the VAT number of the delivery address. Moreover, the data of two sub-data records of delivery addresses are available for which the second and optional parameter $subField applies: - DeliveryAddress('state', 'name') returns the name of the region/federal state and DeliveryAddress('state', 'isoCode') returns the ISO code. - DeliveryAddress('country', 'name') returns the name of the country, DeliveryAddress('country', 'isoCode2') returns ISO code 2 of the country and DeliveryAddress('country', 'isoCode3') returns ISO code 3 of the country.
Link_Checkout()	This function displays the URL for the My account area of the online store. *Note:* Insert {%Link_Checkout()%} in the email template to ensure that the URL is correctly displayed.
Link_Basket()	This function displays the URL for the shopping cart. *Note:* Insert {%Link_Basket()%} in the email template to ensure that the URL is correctly displayed.
Link_TermsConditions()	This function displays the URL for the terms and conditions. *Note:* Insert {%Link_TermsConditions()%} in the email template to ensure that the URL is correctly displayed.
Link_Webstore()	This function displays the URL for the online store. *Note:* Insert {%Link_WebStore()%} in the email template to ensure that the URL is correctly displayed.
Link_Item()	This function displays the URL for the item. *Note:* Insert {%Link_Item()%} in the email template to ensure that the URL is correctly displayed.
Link_NewPassword()	This function displays the URL for a form that allows to create a new password. The contact enters their email address in this form. *Note:* Insert {%Link_NewPassword()%} in the email template to ensure that the URL is correctly displayed.
Link_ChangePassword()	This function displays the URL for the Change password section. The contact can enter a new password. *Note:* Insert {%Link_ChangePassword()%} in the email template to ensure that the URL is correctly displayed.

13.2. Template variables

Template variables are pre-defined variables that can be inserted in email templates. When sending the emails, this variable is automatically filled with the corresponding content. Template variables start with a dollar sign ($) followed by an upper-case character. Table 9 lists the template variables that are available for email templates.

Template variable logic

Note that template variables can only be filled with content when certain requirements are met.

Examples:

$TicketLastMessage is only filled with content when an event procedure was set up that reacts to a new ticket message
$OrderId is only filled and sent in combination with orders. For example, if the "Forgot password" function is used, the system would not know which order ID to use because the reference to an order is missing.

Table 9. Template variables available for email templates
Variable	Explanation
$OrderID	ID of the order
$ParentOrderID	ID of the direct preceding order. *Example:* In case of a credit note, this could be the ID of the return or of the order from which the credit note was generated. *Note:* Also observe the example about $OriginOrderID in the following line.
$OriginOrderID	ID of the highest preceding order. Usually, this is a normal order. *Example:* In case of a credit note C1 coming from a return R1 from the order O1, the $parentOrderID returns the ID of R1 and $OriginOrderID returns the ID of O1.
$OrderStatusLabel	Status text of the order
$OrderStatusID	ID of the order status
$OrderEarliestDeliveryDate	Earliest delivery date of the order
$OrderEstimatedShipmentDate	Estimated shipping date of the order
$OrderReturnDate	Date when the return was received
$CustomerID	ID of the contact
$CustomerEmail	Email address of the contact
$NewCustomerEmail	Displays the link to confirm the email address change of the contact.
$CustomerFullName	First name (Name 2) and last name (Name 3) of the contact
$CustomerState	Region/district/county/state or any other country-specific classifications in the contact address
$CustomerAdditionalAddress	Additional address information saved in the contact address
$CustomerSign	Customer sign
$EmailFrom	Sender of the email
$EmailMessage	Content of the email
$EmailSubject	Subject of the email
$CustomerFirstName	First name of the contact
$CustomerLastName	The contact’s last name
$CustomerSalutationKey	Possible values: 0 = male and 1 = female. The content of this template variable is filled with the data from the invoice address of the order if it is a guest order without a contact.
$CustomerSalutationLabel	Possible values: Mr. and Ms. The content of this template variable is filled with the data from the invoice address of the order if it is a guest order without a contact.
$CustomerCompany	Stated company of the contact
$CustomerStreet	Street of the contact
$CustomerCityWithZip	Town and postcode of the contact
$CustomerCity	Town of the contact
$CustomerZip	Postcode of the contact
$CustomerCountry	Country of the contact
$CustomerCountryID	Country ID of the contact
$CustomerCountryIsoCode	Country ISO code of the contact
$CustomerPhone	Telephone number of the contact
$CustomerMobilePhone	Mobile phone number of the contact
$CustomerFax	Fax number of the contact
$CustomerEbayName	eBay name of the contact
$BillingAddressContactPerson	Content of the address option Contact person in the invoice address
$DeliveryAddressContactPerson	Content of the address option Contact person in the delivery address
$IsNewsletterActive	Flag that indicates whether the contact has confirmed the newsletter receipt.
$NewsletterConfirmURL	URL for confirming the newsletter receipt
$CustomerLang	Language of the contact
$CustomerClass	Customer class
$CustomerNumber	Customer number
$CustomerTitle	Title of the contact
$OrderCount	Order quantity
$ExternalOrderID	External order ID
$Currency	Currency
$ReturnsCode	Return code coming from a return. *Note:* For other order types, there is no content saved for this variable.
$ReturnReasonID	ID of the return reason. Go to Setup » Orders » Order types » Return to create reasons for returns.
$ReturnReasonLabel	Text of the return reason. Go to Setup » Orders » Order types » Return to create reasons for returns.
$VoucherCodes	All codes of all coupons for one order, separated by comma
$CustomerIBAN	IBAN of the contact
$CustomerBIC	BIC of the contact
$CustomerAccountOwner	Name of the account owner
$CustomerBankName	Name of the contact’s bank
$ContactOwnerName	First name and last name of the system user who is saved as owner in the contact data record. This template variable is available for the template types Customer and Order (given that a contact is saved in the order).
$ContactOwnerSignature	Signature of the system user who is saved as owner in the contact data record (in text format). This template variable is available for the template types Customer and Order (given that a contact is saved in the order).
$ContactOwnerSignatureHTML	Signature of the system user who is saved as owner in the contact data record (in HTML format). This template variable is available for the template types Customer and Order (given that a contact is saved in the order).
$GeneralTermsConditionsText	Terms and conditions in plain text. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Terms and conditions tab and save the text in the Text tab.
$GeneralTermsConditionsHTML	Terms and conditions in HTML format. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Terms and conditions tab and save the text in the HTML tab.
$CancellationRightsText	Cancellation rights in plain text. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Cancellation rights tab and save the text in the Text tab.
$CancellationRightsHTML	Cancellation rights in HTML format. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Cancellation rights tab and save the text in the HTML tab.
$PrivacyPolicyText	Privacy policy in plain text. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Privacy policy tab and save the text in the Text tab.
$PrivacyPolicyHTML	Privacy policy in HTML format. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Privacy policy tab and save the text in the HTML tab.
$LegalDisclosureText	Legal disclosure in plain text. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Legal disclosure tab and save the text in the Text tab.
$LegalDisclosureHTML	Legal disclosure in HTML format. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Legal disclosure tab and save the text in the HTML tab.
$WithdrawalFormText	Cancellation form in plain text. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Cancellation form and save the text in the Text tab.
$WithdrawalFormHTML	Cancellation form in HTML format. Go to Setup » Client » Select client » Online store » Legal information » Expand language. Click on the Cancellation form tab and save the text in the HTML tab.
$DeliveryAddressFullName	First name and last name saved in the delivery address
$DeliveryAddressAdditionalAddress	Additional address information saved in the delivery address
$DeliveryAddressFirstName	First name saved in the delivery address
$DeliveryAddressLastName	Last name saved in the delivery address
$DeliveryAddressCompany	Company saved in the delivery address
$DeliveryAddressPhone	Telephone number saved in the delivery address
$DeliveryAddressPostident	Postident number saved in the delivery address
$DeliveryAddressStreet	Street saved in the delivery address
$DeliveryAddressCityWithZip	Town and postcode saved in the delivery address
$DeliveryAddressCity	Town saved in the delivery address
$DeliveryAddressZip	Postcode saved in the delivery address
$DeliveryAddressCountry	Country saved in the delivery address
$DeliveryAddressCountryID	Country ID saved in the delivery address
$DeliveryAddressCountryIsoCode	Country ISO code saved in the delivery address
$DeliveryAddressState	Region/district/county/state saved in the delivery address
$OrderEstimatedDeliveryDate	Estimated delivery date of the order
$OrderBillingAddressTaxId	VAT number in the invoice address of the order
$OrderDeliveryAddressTaxId	VAT number in the delivery address of the order
$ShippingCosts	Shipping costs
$ValueOfItems	Value of the items
$CouponValue	Value of the coupon
$InvoiceTotal	Total invoice amount (gross price), separated by comma
$InvoiceTotalDecimalSeparatorDot	Total invoice amount (gross price), separated by a full stop
$InvoiceTotalNet	Total invoice amount (net price), separated by comma
$TotalVAT	Total amount of the value added tax in the order
$OrderTotalNet	Total amount of the order (net price)
$OrderDate	Order date
$PaymentDate	Date of incoming payment
$TodaysDate	Current date
$PackageCount	Package numbers. Are saved in the order.
$TrackingURL	The tracking URL is used to track shipments. The URL is saved in the Setup » Orders » Shipping » Settings menu in the Shipping service provider tab.
$BankAccount	Account number. Is saved in the Setup » Settings » Bank menu.
$BankCode	Bank code. Is saved in the Setup » Settings » Bank menu.
$BankOwner	First name and last name of the account owner. Is saved in the Setup » Settings » Bank menu.
$BankName	Name of the bank. Is saved in the Setup » Settings » Bank menu.
$BankIBAN	International bank account number. Is saved in the Setup » Settings » Bank menu.
$BankSwift	Bank Identifier Code. Is saved in the Setup » Settings » Bank menu.
$ShippingServiceProviderName	Name of the shipping service provider
$ShippingServiceProviderID	ID of the shipping service provider
$MethodOfPaymentName	Name of the payment method as saved in the Setup » Orders » Payment » Payment methods menu.
$MethodOfPaymentID	ID of the payment method. The IDs are automatically assigned by the system and cannot be changed. The IDs are listed in the Setup » Orders » Payment » Payment methods menu.
$ShippingProfileID	ID of the shipping profile
$ShippingProfileName	Name of the shipping profile
$ReferrerID	ID of the referrer
$ReferrerName	Name of the referrer
$PaidAmount	Amount paid
$OpenAmount	Outstanding amount
$OverpaidAmount	Amount of the overpayment
$PartialPaymentAmount	Amount of the partial payment
$PartialPaymentOpenAmount	Outstanding amount of the partial payment
$WarehouseID	ID of the warehouse. The ID is automatically assigned by the system and cannot be changed. The ID is saved in the Setup » Stock » Warehouse » Open warehouse » Settings menu.
$WebstoreID	ID of the client. The ID is automatically assigned by the system and cannot be changed. The ID is saved in the Setup » Client » Select client » Settings menu.
$EbaySellerAccount
$EbayUniquePaymentID
$SignatureText	Signature in plain text. The text is saved in the Setup » Client » Select client » Email » Signature menu.
$SignatureHTML	Signature in HTML format. The text is saved in the Setup » Client » Select client » Email » Signature menu.
$RebateAmount	Discount amount
$BarcodeOrderID	Barcode of the order ID
$ItemCategoryLevel1List	ID of the category where the item is saved
$CustomerSpecialWishes	Special wish entered by the contact. During the checkout via the online store, the contact can enter a wish regarding the items they ordered. This wish is saved as order note in the order data.
$CouponCode1	Coupon code 1
$CouponCode2	Coupon code 2
$CouponCode3	Coupon code 3
$CouponCode4	Coupon code 4
$CouponCode5	Coupon code 5
$CouponCode6	Coupon code 6
$CouponCode7	Coupon code 7
$CouponCode8	Coupon code 8
$CouponCode9	Coupon code 9
$CouponCode10	Coupon code 10
$OrderType	Order type
$OrderAccessKey	By clicking on Checkout in the order overview, the order opens in the My account area of the online store.
$TrustedShopsRating	Feedback result of all feedbacks given at Trusted Shops
$TrustedShopsRatingShopButton
$TrustedShopsRatingEmailButton
$TrustedShopsSeal	Trusted Shops seal of quality
$SchedulerID	ID of the scheduled order
$SchedulerStartDate	Start date of the scheduled order
$SchedulerEndDate	End date of the scheduled order
$SchedulerExecutionCount	Number of orders that are contained in the scheduled order
$SchedulerInterval	Interval of the scheduled order
$SchedulerTotalAmount	Total amount of the scheduled orders
$TicketHistory	Displays the text that was last saved in the ticket, i.e. the text of a comment or a message
$TicketLastComment	The last comment in the ticket
$TicketLastMessage	The last message in the ticket
$TicketURL	Links to the ticket in the My account area of the contact
$TicketBackendURL	Links to the ticket in the CRM » Ticket system menu
$TicketTitle	Subject of the title
$TicketID	ID of the ticket
$TicketTags	Displays the tags that are linked to the ticket. First, tags have to be created in the Setup » Settings » Tags menu for the Ticket section.
$TicketStatus	Status of the ticket
$TicketPriority	Priority of the ticket
$ReorderID	ID of the reorder
$ReorderDeliveryDate	Delivery date of the reorder
$EventType	Type of the event
$EventInfo	Information about the event
$EventDuration	Duration of the event
$EventBilled	Flag that indicates that the event was billed
$EventNotBilled	Flag that indicates that the event was not billed
$EventBillable	Flag that indicates that the event can be billed
$ForumSubscription	Registration in the forum
$ItemListPlain / $ItemListHTML ( The template variables listed in the following can only be used in the Item list tab of the email template.)
$ItemID	ID of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$OrderProperties	Order properties This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ReturnItemStatusID	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ReturnItemStatusLabel	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemNumber	Number of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemName	Item name. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemQuantity	Number of items. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemPrice	Item price. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemPriceNet	Net price of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemReferrer	Referrer of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ExternalItemID	External item ID. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ExternalVariationID	External variation ID. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$TransactionID	Transaction ID. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$UnitString	Unit of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$VariationName	Variation name. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$VariationNumber	Variation number. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$VariationId	ID of the variation. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$VariantName	Variation name. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemModel	Model name of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemEAN	International Article Number (EAN) of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemISBN	ISBN code of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemASIN	Amazon Standard Ident Number (ASIN) of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemAvailabilityLabel	Text of the item availability. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemAvailabilityID	ID of the item availability. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$Free	Free text field for the items. The texts are saved in the Setup » Items » Free text fields menu. In order that the field names are displayed, write the field number in square brackets behind. *Example:* $Free[3] displays the text that is saved in Field 3. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$DownloadLink	Download link for additional product details. Can be integrated in the My account area of the online store. *Note:* The files are uploaded in the Media tab of the item. *Important:* Files that are uploaded to the Media tab cannot be used in the Ceres online store. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemImageURL	URL for the item image. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemProducerName	Name of the manufacturer. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemVatRate	Value added tax rate for the individual order items in percent (without indicating the percentage sign). This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemWarehouseID	Warehouse ID of the item. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$SchedulerItemStartDate	Start date. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$SchedulerItemEndDate	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ReturnItemComment	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ReturnItemValuePercentage	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ReturnItemReasonID	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ReturnItemReasonLabel	This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.
$ItemVoucherCodes	Code of a coupon for each order item, separated by comma. This is not a global template variable, but a variable that is set per order item. It can only be used in the Item list tab of the email template.