Step-by-Step Guide to Email Automation and Template Editing

Introduction

This guide walks you through setting up and editing automated email templates in your system. It covers accessing email templates, modifying content, managing triggers, and optimizing email communications.

Accessing Email Templates

1. Navigate to Settings

   • From the left menu, click on Settings.

2. Open the Email Section

   • Scroll down to the Email section.
   • Click on Automated Email Templates to access the email settings page.

Understanding Triggers and Email Automation

• The system sends automated emails based on triggers.
• Example: When you save a quote to a customer’s account, the system detects this as a trigger and sends a predefined email template.

Example of Trigger-Based Automation

1. Create and Save a Quote
   • Once saved, the system automatically sends an email with details.
2. Email Content
   • The default email includes a subject, quote number, and a link to view the quote.
   • The customer receives a button (Order URL shortcode) to view and process their order.

Editing Email Templates

Basic Editing

1. Open the template you want to modify.
2. Modify the message content:
   • Example: Change "Your quote has been saved" to "Your quote is ready for review".
   • Provide additional instructions like "Please review the quote and make a payment to proceed with your order."

Formatting with HTML Tags

• The system supports basic HTML:
  • <h1> for headlines.
  • <p> for paragraphs.
  • Example:

    <h1>Your Quote is Ready for Review</h1> <p>Please review your quote and make a payment to proceed with your order.</p>
    

Managing Shortcodes

• Ensure critical shortcodes are included:
  • Order URL: Inserts the link for customers to access their order.
  • Quote ID: Displays the quote number.
  • Example:

    <a href="{{order_url}}">View Your Quote</a>
    

Disabling Automatic Emails

1. Open the template you wish to disable.
2. Check the box to Turn Off the automated email.
3. Click Save to apply the changes.

Example Use Case:

• You might want to disable automatic emails for print production status to avoid unnecessary customer inquiries.

Enabling Review Request Emails

1. Locate the Order Review Template.
2. Modify the Google My Business review link:
   • Replace the existing URL with your business’s Google My Business Review URL.
3. Suggested email content:

   <h1>Please Take a Moment to Leave Us a Review</h1> <p>Google reviews help sustain our business. If you’re satisfied, please click below to leave a review. If you have any concerns, contact us directly so we can address them.</p> <a href="YOUR_GOOGLE_REVIEW_URL">Leave a Review</a>
   

4. Save the template to activate automatic review requests.

Conclusion

By following this guide, you can efficiently manage your automated email templates, ensuring professional communication and enhanced customer experience. For further assistance, call 6025-2314.