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Marketing: Automated System Emails

What are Automated System Emails?

Automated System Emails are emails that the vinSUITE system automatically sends when certain actions are taken.The admin user can enable and disable these automated messages, as well as customize the content of the email. 

 

Managing Automated System Emails 

1) In the vinSUITE admin panel, expand the ‘Marketing’ section in the left hand navigation panel, and then select ‘Automated System Emails’.  Dashboard_to_ASE1.jpg

 

2) The Automated System Emails page will open in the work space. Click the Pencil Icon Pencil.png in the Actions column to edit an email. 

ASE_Edit.jpg

 

3) The Edit System Email window will appear. You can enter information in several fields to customize your email template. 

ASE.jpg

A.png  Body Message In the Body Message section, enter any text or images that should be included in the body of the email.
B.png  Footer Message

In the Footer Message section, enter any text or images that should be included in the footer of the email.

Note: Additional content for this email will be automatically added between your Header Message and your Footer Message.

C.png  From Address: Enter the email address from the sender (winery or an admin email) in the From Address field.
D.png  Reply To Address: Enter the email address where responses should be sent in the Reply To Address field. 
E.png  Send copy of this email to:

Enter any email addresses where copies of this email should be sent.  

Note: Please separate multiple email addresses with a comma or a semi-colon between addresses.   

F.png 'Activate this System Email' checkbox

Check the 'Activate This System Email' checkbox to actively send out this email when inciting actions are taken. 

For more information on inciting actions, visit the Common Automated System Emails section or the Automated System Email Overview attachment below.

G.png  'Preview' button  Click the 'Preview' button to view a pop-up of the finalized email that will be sent to the customer. 
H.png 'Save' button   Click the 'Save' button to save the email template. 

 

Common Automated System Emails 

Email

What is it? 

Where is it sent? 

Suggested Default Setting

Add Order

This is a confirmation email that is sent when a new order has been added to the system via the "Add Order" feature.

The email is sent to the Customer's Billing Email Address. 

OFF  

 

 

Cancel Order

This is a confirmation email that is sent when an order is canceled in the Admin Panel.

Note: This email does not confirm a refund or shipping cancellation.

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined).  

OFF

 

Club Membership Change

This is a confirmation email that is sent when the customer changes anything in his/her wine club membership. 

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined).  

ON

(If you have a wine club) 

Club Membership Confirmation

This is a confirmation email that is sent when a customer signs up for wine club via the website (not through the admin panel).  

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined).  

ON

(If you have a wine club)

Club Shipment Confirmation

This is a confirmation email that is sent out when a Club Order is processed and completed.

The email is sent to the Customer's Billing Email Address and Winery Personnel.  

ON

(If you have a wine club)

 

Edit Order

This is a confirmation email that is sent out when winery personnel edit an existing order.

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined). 

OFF

 

Mailing List Subscribe

This is a confirmation email that is sent out when a customer's request to be added to mailing list/newsletter is approved.

Note: This email does not create an account on winery's website.

It is sent to the admin email address, that is listed as the master site email address. 

 

ON

 

New Member Sign-Up

This is a confirmation email that is sent out when a member account is created.

Note: The content of this email can vary depending on how the New Member form is being used.

The email is sent to the Customer's Billing Email Address. 

ON

 

 

Order Confirmation

This is a confirmation email that is sent out when an order has been submitted by a customer on the website. This message does not necessarily confirm any transfer of funds, compliance, or shipment.

Note: Orders placed in the OMS do not automatically trigger this email.

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined). 

ON

 

 

Password Recovery

This email is sent to a customer when they need to reset their password. 

It is sent to the email address submitted for recovery.

ON

 

Pending Club Order

This email is sent to a club member whose order has been attempted, but has been declined and is in "Pending" status. 

It is sent to the Club Member's Billing Email Address and Winery Personnel (User Defined). 

ON

(If you have a wine club)

Process Store Order

This email is sent when a store order moves from the 'Accepted' order status to 'Completed' order status. 

The email is sent to the Customer's Billing Email Address. 

OFF

Refund Order

This email is sent out as a receipt, when an order is refunded/returned via the admin panel. 

It is sent to the Customer's Billing Email Address.  

 

Sends when refund order completes

 

Updated Credit Card Information

This is a confirmation email that is sent when a credit card for a Club Membership or a Gift Subscription is updated.

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined). 

ON

 

Update Personal Information

This is a confirmation email that is sent when a Member's personal information is updated.

It is sent to the Customer's Billing Email Address and Winery Personnel (User Defined). 

ON 

  

For a more detailed list, please visit the Automated System Emails Overview attached below. 

 

 

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