How Can I Modify the Emails That my Store Sends to my Clients?

While we do our best to ensure the system-generated emails have as much applicable information as possible, you may need to edit the email templates to suit your specific needs. Perhaps you'd like to change the layout of the emails, or maybe you'd just like to add/remove certain elemental portions of it.

Fortunately, as with many aspects of Shift4Shop's look and feel, you have access to edit the email templates as needed.

To access and edit your store's various email templates, go to Settings > Design > Emails and click on the Actions > Edit button for the specific template you'd like to edit.

Below is a reference of the available templates and their basic function.

• Affiliate Emails

  • Affiliate Account Active - Affiliate
    Email sent to Affiliates when their account is made active.

  • Affiliate Account Active - Merchant
    Email sent to Merchant when an affiliate's account is made active.

  • Affiliate Order Approved - Affiliate
    Email sent to an Affiliate when their affiliate order is approved

  • Affiliate Order Approved - Merchant
    Email sent to Merchant when an affiliate's order is approved.

  • Affiliate Registration - Affiliate
    Email sent to a user when they register for the store's Affiliate program

  • Affiliate Registration - Merchant
    Email sent to the Merchant when someone registers as an Affiliate

• Customers Emails

  • Customer Registration - Approval
    Email sent to customer when their registration is approved.

  • Customer Registration - Customer
    Email sent to customer when they register for an account on the store (pre-approval)

  • Customer Registration - Merchant
    Email sent to the merchant when someone registers as a customer

  • Joined Mailing List
    Email sent to customer when they join the mailing list

  • Left Mailing List
    Email sent to customer when they unsubscribe from the mailing list

  • Reset Password
    Email sent to the customer when they click on the "forgot password?" link

  • New Blog Comment
    Email sent to the merchant when a comment is posted on the blog

  • Recommend a friend
    Email sent to recipient when a visitor uses the "Recommend to a friend" link

  • CRM - New Ticket
    Email sent to the merchant when a CRM request is submitted

  • CRM - Reply
    Email sent to the CRM customer when their CRM ticket is updated with new information.

  • CRM - Reply to Merchant
    Email sent to the Merchant when a CRM ticket is updated with new information.

  • Rewards Notification
    Email sent to the customer notifying them any new rewards points they may have earned.

• Gift Registry Emails

  • Gift Registry Invitation E-mail
    Email sent to customer's recipients, notifying them of their Gift Registry.

  • Gift Registry New Order
    Email sent to the Gift Registry customer notifying them when someone has purchased something from their gift registry.

• Orders Emails

  • New Order - Customer
    Email sent to customer when their order is created on the store.

  • New Order - Distributor
    Email sent to the distributor (if applicable) when someone orders a product specific to them

  • New Order - Merchant
    Email sent to the merchant when a new order is received.

  • Processing
    Email sent to the customer, when their order status is set to "Processing"

  • Partially Shipped
    Email sent to the customer, when their order status is set to "Partially Shipped"

  • Shipped
    Email sent to the customer, when their order status is set to "Shipped"

  • Cancelled
    Email sent to the customer, when their order status is set to "Cancelled"

  • Hold
    Email sent to the customer, when their order status is set to "Hold"

  • Not Completed
    Email sent to the customer, when their order status is set to "Not Completed"

  • Custom 1
    Email sent to the customer, when their order status is set to "Custom 1" Status

  • Custom 2
    Email sent to the customer, when their order status is set to "Custom 2" Status

  • Custom 3
    Email sent to the customer, when their order status is set to "Custom 3" Status

  • Unpaid
    Email sent to the customer, when their order status is set to "Unpaid"

  • Cancelled - Distributor
    Email sent to the distributor (if applicable) when orders for a product specific to them is set to "Cancelled" status

  • Review - Automatic Email Reminder
    Email sent to customer when the store uses the "Request a review" email

• Products Emails

  • Group Deal - Deal Ended
    Email sent to merchant when a "Group Deal" has ended.

  • Group Deal - Deal Status
    Email sent to merchant when a "Group Deal" has reached a certain percentage.

  • Group Deal - Share the Deal
    Email sent to recipients when the customer uses the "Share the Deal" function on Group Deals

  • New Offer - Approved
    Email sent to customer when their "Make an Offer" offer is approved.

  • New Offer - Customer
    Email sent to customer when they submit a "Make an Offer" offer. (pre-approval)

  • New Offer - Declined
    Email sent to customer when their "Make an Offer" offer is declined.

  • New Offer - Merchant
    Email sent to the Merchant when a new "Make an Offer" offer is received.

  • New Review - Approval
    Email sent to a customer when their product review is approved.

  • New Review - Customer
    Email sent to a customr when they submit a product review. (pre-approval)

  • New Review - Merchant
    Email sent to the Merchant, when a product review is submitted

  • Stock Alert
    Email sent to the Merchant when the "Stock Alert" level has reached its threshold for a product.

  • Gift Certificate
    Email sent to a customer when they order a gift certificate

  • Waiting List
    Email sent to merchant when a shopper signs up to be on the waiting list.

  • Waiting List Notice
    Email sent to a customer when their "Waiting List' item is back in stock

• Rma Emails

  • RMA - New RMA - Customer
    Email sent to a customer when their RMA is received.

  • RMA - New RMA - Merchant
    Email sent to the Merchant, when an RMA is received

  • RMA - RMA Authorization Instructions
    Email sent to the customer specifying the RMA instructions.

Editing Templates

Once you've determined which email template you'd like to edit, click on its respective Edit button and you will see the following:

In this example, we're editing the template for the order confirmation email that is sent to your shopper when they place a successful order.

You will have these fields available:

• Type
  Select the type of email that is sent. Your choices are:

  • Text - The email content will be straight text with no formatting

  • HTML - The email will contain formatted text and HTML elements

  • Text/HTML - This setting will allow you to specify both text and HTML versions of the email. If HTML is not available to the recipient's email client, text formatting will be favored.

• From
  This field will display as the email's "From" address. If left blank, the email will appear as coming "from" the Merchant email specified in your store's Merchant Information panel (Settings > General > Merchant Information). If filled in, this field MUST contain a properly formatted email address (something@yourdomain.com), or the message will not send out.

• Reply to
  This field will control which email address the message will be sent to if the recipient replies to the message. For example, you may want to have the message appear as coming "From" sales@yourstore.com, but if the recipient replies to the message, you want it to be addressed to orders@yourstore.com. If left blank, the reply to the action of the email will favor the email in the previous "From" field. Also, if filled in, you must specify a properly formatted email address for this field to function correctly. (something@somewhere.com)

• BCC to
  This field will blind carbon copy the message to any email address you specify. This can be useful if you'd like for the email to forward to a third recipient within your organization automatically. For example, you may want a copy of order emails going to billing@yourstore.com. Since this field is a blind carbon copy, recipients will not see this email address at all.

• Subject
  This field controls the Subject line of the email

• HTML Message
  This is where you'll be able to specify the HTML version of the message content

• Text Content
  This is where you can edit the Text version of the message

Along the right side of the screen, you will have options for comparing and updating template version updates mentioned at the start of this article.