Automated Emails

OrderTrac makes it easy to stay in contact with your customers. You can easily set up emails that automatically send:

• after a sale is made
• after a quote is created
• after a sales order is completed
• after all items on a sales order have been received
• when a rewards gift card is expiring soon

All you need to do to enable the automated emails is to enable the sending status of email email template you want to send auotmatically.

Email Template Setup

First, navigate to Settings > Email Templates. Email templates are saved at the location level so you can have different email templates for each location (if you have multiple locations).

Automation Settings

By default, the email templates that are eligible for automation will be set to Not Sending:

Click on once of the email templates to edit the settings. Let's edit the Sale Follow Up template. This template will send to the customer after a new sales order is created.

First, let's enable the automated sending status. Click the On option to enable it. You can then optionally adjust the Wait days before sending option to delay sending the email. For example, let's say you want to send the sale follow up email 2 days after the sale was made. You would set the Wait days before sending to 2. If you wanted the email to send the first chance possible, set it to 0.

This does not send the email right away however. Automated emails always send at the beginning of each day. So if you set the wait days to 0, if a sale is made Friday afternoon, the email will send Saturday morning. If you wrote up a sales early Saturday morning, the email would send the same day. The emails usually send around 8:00 AM central time.

Email Content

Next, you simple customize the email. You can customize both the subject and the message and can personalize both as well by using the placeholders at the top of the page.

Just place your cursor in the position of the subject or message you want the placeholder, and click the placeholder to insert it.

So in this example, if you want to begin the email with the customer's first name, you click the Customer First Name placeholder and it will insert it into the email.

When the email is actually sent, it will replace the placeholder with the customer's actual first name so they receive a personalized email. You can personalize many other fields too, depending on the email template type.

For example, when emailing a sales order, you can option to include information such as the balance due, sales order ID, the items on the sales order, customer portal URL, and so on.

You can even format the email however you like, including the placeholder:

That is all! Click Save at the bottom and the email will be all set up to send automatically.

Email History

If you want to view emails that have been sent to a guest, you can view an email history in several places. For example, if you want to see if a Sales Order Follow Up email was sent, navigate to that sales order and click the Notifications tab at the top to view a history of all emails sent for that sales order:

Furthermore, you will see a Delivered badge if the email was successfully delivered, an Opened badge if the email was opened, and a Clicked badge if the recipient clicked any link in the email.

If the email failed however, you will see a Delivery Failed badge to let you know the email address is incorrect or the email was rejected for some other reason (mailbox full, etc):

If you click the email, you will see a preview of the email:

You can also view the history of purchase order emails sent on the associated purchase order, vendor emails sent in the associated vendor page, and expiring rewards card emails sent on the associated Gift Card details page.