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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.
Important Note
Beginning with version 6.6.0 of the Shift4Shop software, all email templates have been made responsive. However, if you have previously edited your email templates prior to 6.6.0, then those templates have not been updated (to preserve your changes).
If there are email templates in your store that have a newer, updated version available, they will be marked with an asterisk (*) indicating this. You may upgrade the templates as desired using the upgrade functions on the edit page for each template.
Below is a reference of the available templates and their basic function.
Note
If you have added or enabled certain Shift4Shop add-ons or modules like 3dReminders and select others, you may also see templates for these functions on this list.
- 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
- Lost 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.
Note
The CRM - New Ticket email will contain the basic CRM ticket information. However to reply to and process the ticket, you will still need to log into your account's CRM function from within your Online Store Manager.
- 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.
Note
Before making any changes to the templates, we highly recommend that you copy and paste the existing template information into a text editor such as notepad and save the information to your desktop. This way you can revert to the original template if your edits have any undesirable effects.
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.
Note
When the email template is set to Type: Text/HTML, this means that both versions will be sent. It is then up to the recipient's individual email client to determine which one to show. Most email clients will favor HTML, while some may have text only capability.
Therefore, if the email template is set to Text/HTML, you will need to make your edits to BOTH sections of the template.
- 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" [email protected], but if the recipient replies to the message, you want it to be addressed to [email protected]. If left blank, the reply to 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. ([email protected])
- 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 automatically forward to a third recipient within your organization. For example, you may want a copy of order emails going to [email protected]. 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 emai
- HTML Message
This is where you'll be able to specify the HTML version of the message content.l message
- Text Content
This is where you can edit the Text version of the message
Along the right hand side of the screen, you will have options for comparing and updating template version updates mentioned at the start of this article.
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