Overview
Email templates can be used for standardized emails, which can be sent manually or automatically based on certain events that trigger the emails to be sent. You can also test out the email templates from the action menu on that page.
Create an Email Template
To configure Email templates, go to either:
- Settings > Email > Email Templates; or
- Settings > Companies > Manage Companies > Select a company > Toolbox > Email > Email Templates.
From the Email Templates page, you can:
- create a new template by clicking on the blue icon in the lower right corner and pressing Add;
- edit an existing template by clicking on its name. This will open the Edit Email Template page. From here, you can select template details, add placeholders, and create the template itself using the WYSIWYG editor.
Template Details
The following template details are available:
| Template Details | Description |
 |
Template Name — Sets the name of the template. |
| Subject — Sets the subject of the email. | |
| Sender Name — Sets the sender’s name. | |
| Sender Email — Sets the sender’s email. | |
| Reply to Email — Sets the email to which the reply will be sent. | |
| CC Email — Stands for carbon copy. Emails set here will receive a copy of the message. | |
| BCC Email — Similar to CC Email except that the email address of the recipients specified in this field will not appear in the received message header and the recipients in the To or CC fields will not know that a copy is sent to these addresses. | |
| SMTP Profile — Sets an email account from which the email will be sent through. For more information, refer to SMPT Settings. | |
| Use HTML — |
Placeholders
You can add placeholders in the template, which can be replaced with information from the recipient or a related order. For more information on placeholders, refer to the Email Placeholders article.
WYSIWYG Editor
A template can be edited using the WYSIWYG editor and can include images and fonts as an HTML email.
Email Template Assignment
Sellercloud can either send emails automatically or they can be triggered by a user’s action. After creating one of these email templates, you can assign it to a particular event or trigger. For more information, refer to the Email Rules article.
Understanding email templates
Email templates can be used for standardized emails that can be sent manually or automatically based on certain events that trigger the emails to be sent. You can also test out the email templates from the action menu on that page.
Email template are configured under Company Settings > Email Settings > Email Templates.
A template can be edited using the WYSIWYG editor and can include images and fonts as an HTML email. Placeholders can be set in the template to be replaced with information from the recipient or related order etc.
Common placeholders are:
- #?FirstName?#
- #?LastName?#
- #?ShippingAddressHtml?#
- #?OrderNumber?#
- #?OrderItemsDetails?#
- #?TrackingURL?#
A directory of valid placeholders can be found here.
Images can be added to the Template using the Image Editor on the tool bar.
- In the sub-pages below are sample templates for various tasks.
- From the SMTP Profile dropdown on each template, you can select from which email account you want the email to be sent through. Read more about SMTP here.
Assigning a template
Sellercloud can either send emails automatically or they can be triggered by a user’s action. After creating one these email templates, you can assign it to a particular event or trigger.
In some cases, you also must enable a Client Setting before one of these emails can be sent. Refer to the respective email templates below.
- Open your Company Settings.
- Click Toolbox > Email Settings > Email Template Assignment.
- Select your desired template(s), as listed below. You can also click Action Menu > Test Templates, if desired.
- Click Update Grid.
Assigning an email template per channel
Sellercloud also lets you assign email templates to channels as well. With this helpful feature, you can organize your templates according to your channel needs.
- Open your Company Settings.
- Click Toolbox > Email Settings > Email Templates Per Channel.
- Select the Email Type, Channel, and Template from the drop down menu.
- Click Add to Email Template Per Channel.
Sample Email Templates
Amazon Templates
Below is a sample template that can be used to receive failure notifications and error responses from Amazon for a refund failure. The placeholders will pull the response from the Amazon uploaded documents. The template must be assigned to the AmazonOrderRefundFailure for the template to be sent to your inbox.
Dear #?FirstName?# #?LastName?#
The #?DocumentType?# document uploaded to Amazon failed with the following message:
Below is a sample template that can be used to receive failure notifications and error responses from Amazon for an order cancellation failure. The placeholders will pull the response from the Amazon uploaded documents. The template must be assigned to the AmazonOrderCancellationFailure for the template to be sent to your inbox. (First Name and Last Name reference the first and last name of the user who attempted the upload.)
Dear #?FirstName?# #?LastName?#
The #?DocumentType?# document uploaded to Amazon failed with the following message:
Below is a sample template that can be used to receive failure notifications and error responses for all Amazon document upload failures, including inventory, price, order cancellation, order refund, etc. The placeholders will pull the response from the Amazon uploaded documents. The template must be assigned to the AmazonUploadedDocumentProcessingFailure for the template to be sent to your inbox. (First name and Last name reference the first and last name of the user who attempted the upload.)
Dear #?FirstName?# #?LastName?#
The #?DocumentType?# document uploaded to Amazon failed with the following message:
An email can be automatically generated when the status of an FBA Inbound Shipment changes.
- If the provided email address is in the system, then the system will pick a user record for that and use it to populate First Name and Last Name in the template. Otherwise, only email addresses will be used (even for first and last name).
Dear #?FirstName?# #?LastName?#
The #?DocumentType?# document uploaded to Amazon failed with the following message:
This template can be used to alert that an item’s FBA Qty is at zero and is in need of replenishment.
- Enable client setting Enable FBA Zero Inventory Alert.
- Create a template and select it on the FBA Zero Inventory email template assignment
eBay Templates
The template will need to be assigned to one of three PaymentReminder template assignments. Read here about scheduling payment reminders.Dear#?FirstName?# #?LastName?#Thank you for placing an order with us on eBay!eBay order #?eBaySellingManagerSalesRecordNumber?##?OrderItemsDetails?#Your order will be processed as soon as payment for $#?GrandTotal?# is received. Thank you for your business!#?FooterInfoCompany?#
The template will need to be assigned to one of three PaymentReminder template assignments. Read here about scheduling payment reminders.Dear#?FirstName?# #?LastName?#Thank you for placing an order with us on eBay!eBay order #?eBaySellingManagerSalesRecordNumber?##?OrderItemsDetails?#Your order will be processed as soon as payment for $#?GrandTotal?# is received. Thank you for your business!#?FooterInfoCompany?#
The template will need to be assigned to one of three PaymentReminder template assignments. Read here about scheduling payment reminders.Dear#?FirstName?# #?LastName?#Thank you for placing an order with us on eBay!eBay order #?eBaySellingManagerSalesRecordNumber?##?OrderItemsDetails?#Your order will be processed as soon as payment for $#?GrandTotal?# is received. Thank you for your business!#?FooterInfoCompany?#
An email can be generated when an inventory update to eBay has failed. This template assignment is for eBay only.
The email will be sent to the email address on the company settings page and to anyone cc’d on the email template.
Inventory Templates
Use the sample email template below to send an inventory out-of-stock notice:
The following item(s) inventory level has fallen below the threshold you have set.
#?ProductsList?#
This template will pull products that are below the Low Stock quantity set on the Purchasing page and will be sent to the buyer set on the Purchasing page.
The email will only be sent once per product for every time that product falls below the Low Stock threshold. The template must be assigned to the OutOfStockNotice template assignment.
Learn how the Unfillable Products page lets you view more details on these items and reorder.
This template can be used to alert a buyer that a newly listed item has been purchased for the first time.
- Enable client setting Enable Product first sale alert.
- Create a template and select it on the Product First Sale email template assignment.
Order Templates
- The email will only be sent to channels that have been enabled for Order Welcome emails. Channel can be enabled on the Email Rules page.
- A template must be selected on the OrderWelcome Template assignment.
- The sample includes eBay related order info. Remove in templates used for other channels.
- In order to send Order Welcome emails for unpaid wholesale orders, the client setting Send Order Welcome email for WholeSale Unpaid Orders needs to be enabled.
Dear #?FirstName?# #?LastName?#,
Thank you for your order! Your order number is: #?OrderNumber?# (#?OrderViewURL?#)
#?eBaySellingManagerSalesRecordNumber?#
The contents of your order are as follows:
#?OrderItemsDetails?#
We are processing your order, and we’ll ship it to you as soon as possible. We will email you when your order is shipped.
Your order will be shipped to:
#?ShippingAddress?#
If you’d like to make any changes to your order, please email us at #?Email?#.
#?eBayItemID?#
Thank you for your business!
Below is a sample template to email customers shipping confirmation, including tracking number and date of shipping and tracking number.
Dear #?FirstName?# #?LastName?#
Your order has been shipped to:
Shipping Address:
#?ShippingAddressHtml?#
Order Number:
#?OrderNumber?#
Order Details:
#?OrderItemsDetails?#
Tracking Number:
TrackingNumber: #?TrackingNumber?#
#?TrackingURL?#
Shipped On:
#?ShippedOn?#
Thank you for your business!
Some marketplaces, like eBay, do not require immediate payment. You can automatically generate a payment confirmation email to the customer when the payment is received.
Below is a sample template. In the template we’ve used a placeholder for eBay order number. For all other channels use #?OrderSourceID?#
Dear #?FirstName?# #?LastName?#
A payment of $#?TotalPaid?# has been received for your order.
#?OrderSource?# Order Number #?eBaySellingManagerSalesRecordNumber?#
(Place company name here) Order Number #?OrderNumber?#
Your order is being processed and will be shipped out shortly.
Thank you for your business!
Dear #?FirstName?# #?LastName?#,
This template can be used to notify of a customer that an order has shipped without a tracking number. An email can be sent to another email address when cc’d on the template.
Sometimes, orders fail to download for various reasons.
Order Download Failed
Company ID: #?CompanyID?#
Channel: #?Channel?#
An email can be generated automatically and sent to a customer when their order has been refunded:
- Select Enable Order payment refund emails in the Client Settings.
- Create a template; see sample below.
- Select template on OrderPaymentRefunded email template assignment. The email will be sent to the customer and anyone copied on the template.
Hi #?FirstName?# #?LastName?#
Your order has been refunded.
Order#: #?OrderNumber?#
Items: #?OrderItemsDetails?#
Refund Amount: #?TotalRefunded?#
An email can be generated when an order has been placed on hold. The email will be sent to the purchaser of the products in the order.
Client setting Order Profit & Loss Calculated Using: configures what value with be used to determine the item cost on the order:
- Average Cost
- Site Cost
- PO Last Cost
This template can be used to inform that an order has been split.
By default, the email will be sent to the email address set on the template. It is not used for informing a customer that the order is split. However, the setting Split order email send to customer can be turned on to send the email to the customer as well.
This is to let you know that order ID #?SplittedFromOrderID?# has been split into ?#OrderID?#.
This sample email can be used to proactively contact a customer who has not received their order. When Sellercloud receives an Undeliverable status from the carrier, that would trigger this email to be sent to the customer.
- The template needs to be assigned to the Order Undelivered email template assignment.
- Email rules must allow this email. This is a per channel setting on the company level.
- Tracking delivery date must be configured
Dear #?FirstName?# #?LastName?#
Please let us know if you have received your order.
Order Number #?OrderNumber?#
#?OrderItemsDetails?#
If you have not yet received the order Please make sure to call us at ——————-.
- A default template for the Send Email action can be set on on the Email Template Assignment page.
Configuring Email Reminders for Dropshipped Orders
Sometimes, a vendor may not drop ship an order on time. You can configure Sellercloud to automatically generate an email to the vendor as a reminder to fill the open order. The email generation is a per vendor configuration where you can set different times and different email templates for each vendor.
- Enable Client Setting Enable email reminders for Dropship Orders.
- Set client setting DropShip Status for Order to Send Reminder to the dropship status at which an email can be set. Typically, this should be set to Requested or Acknowledged.
- Configure the time to send email per vendor
- Create an email template. See sample below.
- Navigate Settings > Company Settings > Toolbox > Vendor > select a vendor > Dropship Preferences.
- Enable setting Enable Reminder emails for Dropship Orders.
- Enter an amount into the Send reminder in Days field.
- Select an email template.
- Press Save. (SMTP Settings must be configured.)
- The email will be sent to the vendor email address on the vendor settings page.
Sample Template
An email can be generated when a tracking document fails to upload. Currently, this email works for:
- eBay
- Newegg
- Overstock
- Shopify
- Walmart DSV
- Walmart Marketplace
The email will be sent to the email address on the company settings page and anyone copied on the email template.
Create template and select on Tracking Update Failed On Channel email template assignment.
A tracking upload to Overstock has failed for order:
#?OrderID?#
#?OrderItemsDetails?#
An upload was attempted at #?TimeStamp?#
The error message is:
#?LastError?#
Proxy Templates
A proxy failure can trigger an email. Create template and select on Proxy Email Failure template assignment. An email will be sent to the email address on the company settings page.
Your connection to a proxy has failed.
Purchase Order Templates
This template is used for the Open PO Reminders Scheduled task. It must be assigned to the Purchase Order Reminder template assignment.
Dear VendorName
Use with POReceive Email Template Assignment. Under Purchasing > Manage Defaults, set who will receive the email.
Hi
PO #?ID?# has been Received
#?OrderItemsDetails?#
This sample can be used as a template to be notified when a PO was received with defective items. The items need to be received in an Un Tested type warehouse. The template must be assigned to the PO Received Defective email template assignment. Under Purchasing > Manage Defaults, set who will receive the email.
Emails can be generated and sent when a PO status changes, for example, to Received. The email can be sent to the PO creator and to the buyer. Follow these instructions:
- On the Purchase Order Defaults page there are options to send emails to the purchaser/buyer of items in the PO and/or to the PO creator. You can add other addresses.
- Create a template.
- Assign the template to the POChanged email template assignment.
Purchase Order # #?ID?# has been updated to status #?Status?#.
Queued Job and Task Templates
Below is a sample template that can be used to inform that a scheduled task has been completed. The recipient’s email address must be set on the task and email alerts must be enabled. The template must be assigned to the template assignment Task Execution Failed. Client setting Enable Task completed Email alerts must be enabled.
The scheduled task #?TaskName?# #?TaskType?# has failed.
Error message – #?ErrorMessage?#
To view the task, please press the following link: #?QueuedJobViewURL?#
The #?TaskID?# was last executed on: #?LastExecutedOn?#
Below is a sample template that can be used to inform that a scheduled task has been completed. The recipient’s email address must be set on the task and email alerts must be enabled. The template must be assigned to the template assignment Task Execution Completed. Client Setting Enable Task completed Email alerts must be enabled.
The scheduled task #?JobType?#
has been completed as queue job #?QueuedJobID?#.
To view the task, please press the following link:
#?QueuedJobViewURL?#
The queued jobs run on a Windows service. If the window service is turned off for a server update, for example, the queued job will stop. When the service is turned on, the job will not restart automatically. Instead, the job will get a status of Cancelled Service Restarted. You can then manually restart the job from the Queued Job main page.
Queued job #?QueuedJobID?# has been stopped because the service has been turned off. The service has been restarted.
View the job from the following link – #?QueuedJobViewURL?#
You can restart the queued job from the main queued jobs page.
RMA Templates
This email can be used to notify that an RMA has been created. Use it with the RMACreated email template assignment. The email will be sent to the customer’s email address on the order.
An email address can be cc’d on the template to notify someone else, like a manager, that an RMA has been created.
A separate template can be created for RMA Status updates.
This email can be used to notify that an existing RMA has been updated with a resolution i.e. – Refund, Exchange, etc.
Use it with the RMAStatusUpdated email template assignment. The email will be sent to the customer’s email address on the order.
An email address can be cc’d on the template to notify someone else, like a manager, that an RMA has been updated.
- RMAStatusUpdated Refund
- RMAStatusUpdated Replace
- RMAStatusUpdated Reject
- RMAStatusUpdated Exchange
- RMAStatusUpdated Repair
- RMAStatusUpdated Receive