Email Notifications
Create and manage the email templates your storefront sends for order events, account actions, approvals, and other transactional triggers.
The Email Notifications page lets you create and manage the email templates your storefront uses for all transactional communications. Each template is tied to a specific trigger type (e.g., "Order New", "Order Shipped", "Lost Password") and defines the sender, recipients, subject line, and HTML or plain text body. When the trigger event occurs on the storefront, the system sends the corresponding email using the configured Email Account SMTP settings.
Templates support macros -- placeholder codes like (%ORDER_ID%) or (%USER_FIRSTNAME%) -- that are replaced with actual data at send time. The available macros change based on the email type, so each template only shows the macros relevant to its trigger.
View Email Notifications
- From your admin, go to Settings > Email Notifications.
- The page displays a paginated grid of all configured email templates.
Grid Columns
| Column | Description |
|---|---|
| Type | The trigger type for this email template (e.g., "Order New", "Account Created", "Lost Password"). See the full list of types below. |
| Subject | The email subject line. May contain macros that are replaced with actual values when the email is sent. |
| To | The recipient email address. May contain macros like (%USER_EMAIL%) to dynamically address the email. |
| Last Updated | The date and time the template was last modified. |
| Action | Menu with two options: Edit and Delete. |
Add Email Template
- Click Add Email in the page header.
- The editor page opens with a three-panel layout: the email body editor (left, taking 3/4 width), the Email Details panel (top right), and the Email Macros panel (bottom right).
- Fill in the Email Details fields and compose the email body.
- Click Save in the page header.
Edit Email Template
- Click the Action menu on any template row and select Edit.
- Update the template fields and body content.
- Click Save, or click Cancel to discard changes and return to the list.
Email Body Editor
The body editor occupies the left panel and provides two editing modes:
Tabs: Design View | Code View
| Tab | Description |
|---|---|
| Design View | A Froala rich text editor for composing the email body visually with formatting tools, images, and layout controls. |
| Code View | A Monaco code editor for editing the raw HTML source of the email body directly. |
A fullscreen toggle button (third tab) expands the editor to fill the browser window for easier editing of complex templates.
Email Details (Right Panel)
| Field | Description |
|---|---|
| Types | The trigger event for this email. Select from the dropdown to define when this email is sent. Changing the type updates the available macros in the panel below. See the Email Types table for all options. |
| From | The sender email address. Typically your store's email address or a macro. |
| TO | The primary recipient email address. Use (%USER_EMAIL%) to send to the customer, or enter a fixed address for admin notifications. |
| CC | Carbon copy recipient. Optional. |
| BCC | Blind carbon copy recipient. Optional. Useful for sending a copy to the store admin without the customer seeing it. |
| Subject | The email subject line. Supports macros (e.g., Order (%ORDER_ID%) Confirmation). |
| Text / HTML | Radio buttons to set the email format. Text -- sends the email as plain text. HTML -- sends the email as HTML, allowing rich formatting and images. |
Email Macros (Right Panel)
The Email Macros panel shows all available placeholder codes for the selected email type. Each macro displays its description and code. Click the copy button next to any macro to copy it to your clipboard, then paste it into the email body or subject line.
Macros are replaced with actual data when the email is sent. For example, (%ORDER_ID%) is replaced with the order number, and (%USER_FIRSTNAME%) is replaced with the customer's first name.
Email Types
| Type | Trigger |
|---|---|
| Account Created | Sent when a new customer account is created on the storefront. |
| Order New | Sent when a new order is placed. |
| Order Shipped | Sent when an order is marked as shipped, including tracking information. |
| Order Pickup Ready | Sent when an order is ready for customer pickup. |
| Lost Password | Sent when a customer requests a password reset. Includes the password reset URL. |
| Proof Approved | Sent when a proof is approved by a customer or approver. |
| Proof Declined | Sent when a proof is declined by an approver. |
| Proof Pending | Sent when an order is awaiting proof approval. |
| Order Status Changed | Sent when an order's status changes. Includes the previous and current status. |
| Inventory Warning | Sent when an inventory item falls below its reorder quantity threshold. |
| Vendor Order New | Sent to a trade vendor when a new purchase order is created for them. |
| Approval Created | Sent when a new invoice/approval request is created. |
| Approval Declined | Sent when an invoice/approval is declined. |
| Approval Changed | Sent when an invoice/approval is modified. |
| Approval Approved | Sent when an invoice/approval is approved. |
| Download Instructions | Sent with instructions for downloading digital products. |
| Download Ready | Sent when a downloadable product file is ready for the customer. |
| New User External Project | Sent when a new user is created via an external project submission. |
| Existing User External Project | Sent when an existing user receives an external project submission. |
| Affiliate Order New | Sent to an affiliate when an order is placed through their referral link. |
| Shared Estimates | Sent when a customer shares a product estimate with another person. |
Delete Email Template
- Click the Action menu on any template row and select Delete.
- Confirm the deletion in the dialog.
Deleting a template means the storefront will not send an email for that trigger type. If no template exists for a trigger, no email is sent when the event occurs.
Associations
Print Store
| Area | Effect |
|---|---|
| Order placement | The storefront's checkout process (SpcoApi) triggers the "Order New" email when a customer completes an order. The template's macros are populated with order details, billing/shipping addresses, and line items. |
| Order shipping | When an order is shipped, the "Order Shipped" email is triggered with tracking number and shipped items information. |
| Password reset | The Lost Password page (LostPassword.aspx) triggers the "Lost Password" email with a password reset URL. |
| Proof approvals | The customer approvals page (mycustomerapprovals.aspx) triggers "Proof Approved", "Proof Declined", and "Proof Pending" emails during the approval workflow. |
| Inventory alerts | When inventory stock falls below the reorder threshold, the "Inventory Warning" email is sent to the configured recipients. |
| Affiliate notifications | The affiliate system (AffiliateHelper) triggers the "Affiliate Order New" email when an order comes through an affiliate link. |
| Downloads | The upload and download processing system triggers "Download Instructions" and "Download Ready" emails for digital product delivery. |
| Order status changes | The Order Status configuration can associate email templates with specific status transitions, triggering the "Order Status Changed" email automatically. |
| SMTP delivery | All emails are sent through the SMTP server configured in Email Account. If the email account is not configured, no emails will be delivered. |
Related Pages
- Email Account — configure the SMTP server used to deliver these notifications
- Order Status — link email templates to specific status transitions
- General Settings — storefront identity and branding used in email content