Mail Templates

    Content of this article

    1. Preliminary Remarks
    2. Create Mail Templates
    3. Customize Header and Footer
    4. Mail Attachments

    1. Preliminary Remarks

    In the Mail Templates menu item, all relevant templates are available for correct and automatic communication with end customers. Header and footer can also be managed here. Furthermore, default attachments can be set, such as GTC, cancellation policy and description of services, to comply with legal requirements. For each template, plenigo provides a default template that can be customized.

    2. Create Mail Templates

    To create a mail template, in the action bar or in the Mail Templates tab, click on +Add Mail Template.
    23 mail templates can be created and, if desired, customized for various situations. Whether these e-mails are sent depends on the mail settings made in the contracting company or client. 
    In the editor, you can create either your own HTML templates or use the plenigo default templates. 

    In the editing mode for mail templates:
    • Select the language in which the mail template is to be created.
    • Select the template which is to be used.
    When using the default template, the subject is automatically filled. When you use your own HTML template, you have to define the subject by yourself.
    To use the default template, click on Use default template below the text field.
    The Preview window shows the layout of the e-mail.
    In the Text field, the HTML can be created and edited. 
    The Template Placeholder can help to create the HTML.

    After saving, the template is saved as a draft. It still must be approved so that it is actually sent. The banner indicates whether the template has already been approved or not.
    In case changes have been made at the already approved mail template, they can be compared by clicking on Template difference below the text field. A new window opens in which the unpublished and the live version can be compared. The differences are highlighted. 
    Mail templates, which have not yet been approved, can be approved by clicking on Approve in the action bar. Mail templates, which have already been approved can be set as default. If a customer places an order in a country for which no template exists in the corresponding language, the default template is used.
    A test mail can be sent via the action bar. The mail is sent to the mail address stored in the company data.

    2. Customize Header and Footer

    In the Header/Footer tab, header and footer can be created separately from the mail templates.
    In the header field, you can enter a link that leads to the logo of your company (e. g. to a PNG in the CMS) so that the logo is automatically shown in all mail templates.
    In the footer field, you can enter a text so that the e-mails comply with legal requirements. Links can also be placed behind the text so that, for example, a reference to customer service with the correct e-mail address or URL is stored. 
    The template is also saved as draft. Once checked again, the template can be approved via the action bar.

    4. Mail Attachments

    In the Mail Attachments tab, new attachments can be created by clicking on +Add Mail Attachment. If you have already created attachments, they are displayed in the list and can be edited or deleted.

    In the editing mode, the title for the attachment must be defined. Then the attachment is added in PDF format. The attachment can be assigned to one or several mail templates, if desired. Use the drop-down menu under Mail Template Types to select the mail templates. 
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