Custom Checkout Email

This documentation was modified on 03/25/2019, with an updated method of creating order confirmation emails and invoices.

Stores can now create several custom templates for order confirmation e-mails and invoices and configure them for different types of orders using Rules. Below, we review how to create a custom email for Store Pick Up Orders. Some other use cases would be custom e-mails for customers with specific roles (Teacher, Member, Staff, etc.), for a specific item, or for a specific event.

NOTES:

• To enable the Custom Order Email / Invoice feature on your site, please send in your request from the Store Features page on your IndieCommerce site Store > Configuration > Account Information and Preferences > Store Features
• Basic HTML can be included in these messages to add formatting, color and text accents.
• In the instructions below you will see text surrounded by brackets (Example: [site:login-link]), these are tokens that will populate those fields with information from the system. A list of available tokens is provided for each field, we recommend using them whenever possible.

CREATE THE TEMPLATE

The template fields will be filled in with the text from the default template, the ‘Purchasing Information’ and ‘Order Summary’ sections cannot be customized.

Navigate to: Store > Configuration > Orders > Email/Invoice Templates

1. Title: Enter the title for your template in the text field following ‘Create a new template’ then select ‘Add’ - Example: Store Pick Up Orders This title is used to refer to the template in Rules and Invoices where it can be used.
2. E-mail/Invoice Logo: You may use this field to upload a different logo for emails/invoices. The site logo will be used if no logo is uploaded here.
3. Thank you message: this message will appear below the logo and store address. Example: <p><b><font color="red">Thanks for your order, [uc_order:first-name] we’re reviewing it and will let you know when it’s available to be picked up.</b></p><p><b>Would you like to manage your order online?</b><br />If you need to check the status of your order, please visit our home page at <a href="https://www.bookweb.org/">the American Booksellers Association</a> and click on "My account" in the menu or login with the following link: [site:login-link]</p></font>
4. Help Text: this message will appear below the order summary. Example: <p><b>Do you need additional help with your order?</b><br/>To learn more about managing your orders on <a href="https://www.bookweb.org/">the American Booksellers Association</a>, please visit our <a href="https://www.bookweb.org/">help page</a><br/></p>
5. Auto-Reply Message: this message will appear below the help text. Example: <p>Please note: This e-mail message is an automated notification. Please do not reply to this message.</p><p>If you need further assistance, please contact [email protected] or [store:email].</p>  You can use this field to include a note about how a customer can reply to this email.
6. Signature/Store Contact Info: this message will appear below the auto-reply message. Example: <p><span style="font-size:18px;"><span style="font-family:georgia,serif;"><span style="color:#800080;"><strong>Thanks for shopping local!</strong></span></span></span></p> <p><b><a href="https://www.bookweb.org/">the American Booksellers Association</a> </b><br /> <b><i></i></b><br /> [store:address]<br />[store:email]</p>
7. Preview - We highly recommend previewing your template before saving. Previewing the template will not save it automatically, you will need to complete step 8 in order to save your template.
8. Save Configuration - Your template is not saved until you take this step and see the confirmation message

Now that you’ve created a template, you can create a Rule that determines when it is used.

CREATE THE RULE

Navigate to Configuration > Workflow > Rules

1. Select ‘Add new rule’
2. Name - Example: In Store Pick Up Email
3. React on event - Customer Completes Checkout - Save
4. Find the ‘Rule’ you created in the list of ‘Active’ rules and select ‘Edit’
5. Select ‘Add Condition’
6. Set the ‘condition to add’ to ‘Order has a shipping quote from a particular method’
7. Set the ‘Shipping Method’ to ‘In-store Pickup’
8. Save
9. Select ‘Add Action’
10. Set the ‘action to add’ to ‘Email an Order Invoice’
11. Sender: can be left blank to use your store email address otherwise, you may use a token or place an email address here
12. Recipients: Place the order email token here: [order:email]
13. Subject - Example: Thank you for your order [order:order-id] at IC Bookstore
14. Set the Invoice Template Value to ‘Customer’
15. Set the Customer Template Value to the template you just created - Example: Store Pick Up Orders
16. Set the Included Information Value to “Show all of the above plus thank you message”
17. Save

As this email is specific for 'In Store Pick Up' we're going to adjust the default email so that our In Store Pick Up customers do not receive two emails.

Navigate to Configuration > Workflow > Rules

1. Locate the 'E-mail customer checkout notification' and select 'Edit'
2. Select 'Add Condition'
3. Set the condition to 'Order has a shipping quote from a particular method'
4. Select 'In Store Pick Up'
5. Enable Negate
6. Save

Your 'In Store Pick Up' customers should now only receive your custom email and not the deault site email.

We recommend you place an order that will meet the criteria specified and confirm the template and Rule work together as you expect.

NOTES:

• You can hide your store name or logo from the invoice by visiting the Store Preferences page Store > Configuration > Account Information and Preferences > Store Preferences and enabling the ‘Hide Logo in Invoice’ or ‘Hide store name in invoice’ settings.
• Custom templates are available when an invoice is emailed to the customer after the order is placed, from the Order > Invoice > Email Invoice tab on the order page

If you were previously using the methods below you should now use the above method instead.

CREATE A CUSTOM EMAIL CHECKOUT NOTIFICATION TO REPLACE THE DEFAULT

Navigate to: Configuration > Workflow > Rules

1.    Click ‘Add new rule’
2.    Enter the Name - Example: ‘Custom Email Checkout Notification'
3.    Set the ‘React on event’ to ‘Customer completes checkout’
4.    Save
5.    Scroll through the list  of active rules to find the one you just created - click edit
6.    Skip making any changes to ‘Conditions’ and go straight to ‘Actions’ click ‘Add action’
7.    Under ‘Select the action to add’ choose ‘Send Mail’ which is listed under ‘System’ and Continue
8.    Complete the ‘TO’, ‘SUBJECT’, ‘MESSAGE’ and ‘FROM’ values. We recommend the following:
          a.    To: [order:email]
          b.    Subject: Your order at enter token for site URL here or type site URL directly
          c.    Message:

Thank you for your order [order:first-name]! If you want to check on the status of your order please visit the American Booksellers Association and click on "My Account" in the menu or login with the following link; [site:login-link]

The additional information you wanted to provide your customer

Purchasing Information
Email Address: [order:email]
Billing Address: [order:billing-address]
Billing Phone Number: [order:billing-phone]
Shipping Address: [order:shipping-address]
Shipping Phone: [order:shipping-phone]
Order Total (including shipping and tax if any): [order:total]
Payment Method: [order:payment-method]

Order Summary
Order # [order:link]
Order Date: [order:created]
Shipping Method: [order:shipping-method]
Products Subtotal: [order:subtotal]
Total for this order (including shipping and tax if any): [order:total]

Products On Order:
[order:products]

Where can I get help with reviewing my order?
To learn more about managing your orders on insert token for site name here or type name directly, please visit our help page.

Please note: This email message is an automated notification. Please do not reply to this message.

Thanks again for shopping with us.

insert token for site name here or type name directly,

          d.    From: Enter the email address you will like to be reflected as the sender.

9.    Save
10.    Locate the default email in the list of ‘Active rules” and disable it

You have now created your custom email checkout notification, and for all future order, this email will be sent to customers when they complete checkout.

CREATE A SECOND CUSTOM EMAIL CHECKOUT NOTIFICATION THAT WILL BE SENT IN ADDITION TO THE DEFAULT

Navigate to: Configuration > Workflow > Rules

1.    Click ‘Add new rule’
2.    Enter the Name - Example: ‘Custom Additional Email Checkout Notification'
3.    Set the ‘React on event’ to ‘Customer completes checkout’
4.    Save
5.    Scroll through the list  of active rules to find the email you just created - click edit
6.    Skip making any changes to ‘Conditions’ and go straight to ‘Actions’ click ‘Add action’
7.    Under ‘Select the action to add’ choose ‘Send Mail’ which is listed under ‘System’
8.    Complete the ‘TO’, ‘SUBJECT’, ‘MESSAGE’ and ‘FROM’ values. We recommend the following:
          a.    To: [order:email]
          b.    Subject: Your order at enter token for site URL here or type site URL directly
          c.    Message: The additional information you wanted to provide your customer
          d.    From: Enter the email address you will like to be reflected as the sender.
9.    Save

You have now created your custom additional email checkout notification, and for all future orders, this email will be sent to customers along with the default notification.