Sending Email with the Order Manager

There are three methods you can use to send email from within the Order Manager:

Depending on how the program is set up, you may have to open Outlook and click the Send and Receive button to actually send the messages. This method is problematic because of the security controls in newer versions of Outlook; every time you send a message, you see a warning message box that states "another program is trying to use Outlook to send email". You can avoid the warning by using method three below.

Note1: Order Manager versions 5.807 and below do not support the use of SSL or any other type of encryption for email. Starting with beta version 5.808, SSL support is available. See system parameters SMTPUseTLS and SMTPUseTLS2 in the table below.

Since this method does not use your regular email program, it does not save a copy of outgoing email messages to your Sent Items folder. If you wish to keep copies of your outgoing correspondence, send a blind copy (BCC:) to yourself. Then, then set up a rule in your email program that will direct those copies to a specific folder for future reference.

ParameterName	Comments
EmailSendMethod	Select "Order Manager" to use the Order Manager's built-in email system.
SMTPServer	The SMTP server that you use 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 SMTPServer1.
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 user name for SMTPServer1.
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 the Order Manager. To have your email program automatically filter these copies into a separate folder, set this parameter to something unique, such as OrderManagerEmailCopies@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 the Order Manager. To have your email program automatically filter these copies into a separate folder, set this parameter to something unique, such as OrderManagerEmailCopies@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 templates are used by the Order Manager's built-in SMTP email system. To edit existing templates or create new templates, go to the Maintenance Menu>Maintenance tab>Email Template Editor button. The Edit Email Templates dialog box opens:

Set the default templates to use for a given situation in the system parameters:

ParameterName	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.
DefaulShipDateTemplate	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.

Below are the system parameters that will configure the Order Manager's built-in email system to work as you wish:

ParameterName	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.

ParameterName	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.