Sending Email through SEOM

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Overview

Choosing an Email Method

The method that the program will use to generate and send email relies on the setting of the system parameter, EmailSendMethod. The choices are:

Default Email Program

Outlook

Order Manager

Choosing Default Email Templates for Specific Functions

Verifying the Correct Email Template is Used

Creating or Altering an Email Template

Adding Attachments to Email Messages

Sending Bulk Email to Customers as a Marketing Tool

The Multi-Order Processor screen can be accessed from the Main Menu, by selecting the Multi-Order View link in the Orders section of the screen or by clicking the button at the top of the Orders screen.

    1. Choose one or more of the following methods to build a list of orders:

      1. Select an entry in the Quick Filter drop-down list

      2. Select Search, which opens the Search for Orders screen, where the user can specify a wide variety of criteria for building the list of orders; select Begin and respond to the program's prompt about clearing the list before adding the matching orders

      3. Entering a value in the SEOM Order Number field or selecting an entry from the Shopping Cart drop-down along with the Web Order # and clicking Enter, will result in that single order being added to the list of orders in the grid

    1. Once the list of orders has been created, select the "OK" column of each of the orders in the list for which an email message is to be sent.

    2. Select the Setup & Process tab and choose the email template to use from the Send this email template drop-down list.

    3. In the Other Functions section of the screen, choose Send Bulk Email from the Select a Function drop-down list.

    4. When ready to send the email message to the customer from each of the selected orders, select the Send Bulk Email button.

Sending Order Confirmation Information to Customers in Batch Mode (MOV)

Sending Batch Email Messages to Customers when New Tracking Information is Available

Appendix A

Email parameters specific to using "Order Manager" as the method for sending email.

Parameter Name

Comments

EmailSendMethod

Select "Order Manager" to use SEOM's built-in email system.

SMTPServer

The SMTP server that is used for outgoing email. Example: smtp.yourhostcompany.net

SMTPUserName1

This should only be filled in if you are sure that your SMTP server requires a user name and password (most do not). This is the user name for SMTPServer.

SMTPPassword1

This should only be filled in if you are sure that your SMTP server requires a user name and password (most do not). This is the password for SMTPServer.

SMTPUserName2

This should only be filled in if you are sure that your SMTP server requires a user name and password (most do not). This is the user name for SMTPServer2.

SMTPPassword2

This should only be filled in if you are sure that your SMTP server requires a user name and password (most do not). This is the password for SMTPServer2.

EMailDomain

Enter your own domain name here. Example: MyStoreName.com.

EmailFromAddress

The "From" email address you want to appear in your email messages. Example: info@mystorename.com.

EmailFromName

The "From" name you want to appear in your email messages. Example: Customer Service. Example 2: Bill Smith.

EmailBCCAddress

Set this parameter to your own email address if you want to have a copy of each email sent by StoneSEOM. To have your email program automatically filter these copies into a separate folder, set this parameter to something unique, such as SEOMEmailCopies@YourDomain.com.

SMTPAccount

Set to "Normal" to use SMTP Server, Email Domain, Email From Address, Email From Name and EmailBCCAddress. Set to "Alternate" to use SMTP Server2, Email Domain2, Email From Address2, Email From Name2 and EmailBCCAddress2.

SMTPServer2

This is an optional alternate SMTP server that you can use for outgoing email if your normal SMTP server is not working. Example: smtp.yourhostcompany.net

SMTPUserName2

This should only be filled in if you are sure that your SMTP server requires a user name and password (most do not). This is the user name for SMTPServer2.

SMTPPassword2

This should only be filled in if you are sure that your SMTP server requires a user name and password (most do not). This is the user name for SMTPServer2.

EMailDomain2

Only required if you want an alternate SMTP server. Enter your own domain name here. Example: MyStoreName.com.

EmailFromAddress2

Only required if you want an alternate SMTP server. The "From" email address you want to appear in your email messages. Example: info@mystorename.com.

EmailFromName2

Only required if you want an alternate SMTP server. The "From" name you want to appear in your email messages. Example: Customer Service. Example 2: Bill Smith.

EmailBCCAddress2

Only required if you want an alternate SMTP server. Set this parameter to your own email address if you want to have a copy of each email sent by SEOM. To have your email program automatically filter these copies into a separate folder, set this parameter to something unique, such as SEOMEmailCopies@YourDomain.com.

BatchEmailForTrackingInfo (optional)

If TRUE, when you import tracking numbers from FedEx, Postal Package Partner or a .csv text file, or when you click Process Tracking Numbers (on the Maintenance Menu), an email message will be sent for each order that has a new tracking number. Only works if EmailSendMethod is set to "Order Manager".

SMTPUseTLS*

For use with the primary SMTP Server settings. Enables Transport Layer Security (TLS), sometimes referred to as "SSL", when connecting to your SMTP server. Please note that it may be necessary to change your server port (default 465) when using SMTP over TLS.

SMTPUseTLS2*

For use with the secondary SMTP server settings. Enables Transport Layer Security (TLS), sometimes referred to as "SSL", when connecting to your SMTP server. Please note that it may be necessary to change your server port (default 465) when using SMTP over TLS.

Email Parameters for choosing default Email Templates in Certain Circumstances

Parameter Name

Comments

AllowDeleteEmailTemplate

Determines whether a Delete button will be available at the Email Template Editor.

BadAVSEmailTemplate

If SendEmailIfCardDeclined is True and the reason the card is declined is due to bad AVS response, this email template is sent to the customer.

BadCVV2EmailTemplate

If SendEmailIfCardDeclined is True and the reason the card is declined is due to bad CVV2 response, this email template is sent to the customer.

CardDeclinedEmailTemplate

If SendEmailIfCardDeclined is True and the reason the card is declined is due to a reason other than bad AVS or bad CVV2, this email template is sent to the customer.

DefaultConfirmationTemplate

Default email template for sending order confirmation messages.

DefaultCreditTemplate

Default template for sending email messages when credits are issued.

DefaultShipDateTemplate

Default template for sending email messages when you set Expected or Actual Ship Dates.

DefaultTrackingNumberEmailTemplate

Only used if BatchEmailForTrackingInfo is set to TRUE. This email template will be used if no other email template is specified for a particular shipper.

TrackNumEmailTemplateSource

Select Ship Method Ship Date to use the email template specified in the Ship Date Set Email Template drop-down list that appears on the third page of the Shipping section of the Store Setup Wizard. This will use a template based on the Shipping Method specified in the Order.

 

Select Ship Method Confirm to use the template specified in the Approval Email Template drop-down list on the third page of the Shipping section of the Store Setup Wizard. This will use a template based on the Shipping Method specified in the Order.

 

Select Shipper Name to use the email template identified in the Tracking Number Email Template drop-down list that can be accessed via the second page of the Shipping section of the Store Setup Wizard. Click the button labeled Shippers & their Shipping Methods. This will cause the program to use a template based on the shipper used regardless of the shipping method.

 

If none of the above methods are set the system will use the template in DefaultTrackNumEmailTemplate.

 

If all are null the email will NOT be sent!

FillBOsCompleteOrderTemplate

Email message to send when Fill Backorders form approves a completed order (all backorders filled either in the original order or in a new order). Leave blank to send no email message.

FillBOsPartialOrderTemplate

Email message to send when Fill Backorders form approves an incomplete order (some items still backordered). Leave blank to send no email message.

QuoteEmailTemplate

Default template to use for sending Quotes.

 

Optional Email Parameters Related to Notes

Parameter Name

Comments

AddEmailToNotes

If AddNoteWhenEmailSent is TRUE, do you want to store the body of the email message in the Note?

AddNoteWhenEmailSent

If TRUE, whenever an email message is sent regarding an Order (as opposed to those for customers, suppliers, etc.), a Note will be added to the order. If FALSE, no notes will be added.

 

Optional Email Parameters Related to Order Processing

Parameter Name

Comments

ConfirmAutoApprovals

Email confirmation messages to customers when orders are approved automatically by the program? Works with DefaultConfirmationTemplate to determine which email confirmation message, if any, will be sent when orders are approved automatically.

ConfirmCreditsIssued

Email confirmation messages to customers when credits are issued? Works with DefaultCreditTemplate to set the default choice when posting applied credits or issuing credits at the Virtual Credit Card Terminal. Can be over-ridden by user.

ConfirmEmailSent

This parameter tells the program whether or not to display the "Mail has been sent" message each time an email message is sent manually.

ConfirmManualApprovals

Email confirmation messages to customers when orders are APPROVED manually? Works with DefaultConfirmationTemplate to set the default choice when confirming orders manually. Can be over-ridden by user.

ConfirmManualOrders

Email confirmation messages to customers when orders are entered manually? Works with DefaultConfirmationTemplate to set the default choice when adding orders manually. Can be over-ridden by user.

ConfirmSetShipDates

 

Sets the default for the Email Confirmation option that appears when you set expected or actual ship dates at View Orders.

DeletePDFFiles

 

If True, PDF files created to attach to email messages will be deleted after they are sent. If False, they will not be deleted.

EmailSignature

 

Whatever text you enter here will appear in the email editing screen whenever you clear it for entering a free-form email message.

Note: Limited to 255 characters. Use Control/Enter to end a line or leave a blank line.

SendEmailIfCardDeclined

 

Set to True to have an email sent to the customer if a credit card sale or authorization is declined. Three different templates can be set up based on the type of decline. If the decline is for bad AVS the BadAVSEmailTemplate will be sent. If bad CVV2 code then BadCVV2EmailTemplate will be sent. For all other declines, CardDeclinedEmailTemplate will be sent.

ShowEmailCC

 

This option lets you automatically send a copy of any email messages sent at View Orders, Approve Orders and Set Date Shipped to a 2nd email address. Set to TRUE to use this option. Set to FALSE to hide the extra field and turn off the option.

 

Additional Information

Email Parameter Group

Email Template Editor

Multi-Order Processor

 

Created: 3/8/12

Revised:7/28/14

Published: 04/14/16