Flows for sending emails in order management
Flows for sending emails in order management
This article explains how to customize the emails sent during order processing. It also shows how to set up a custom email for orders to be picked up in-store.
Which Emails Need to be Created?
Before setting up the flows to send out emails, you need to create the emails to be sent. This makes it easier to keep track of all the flows you will create. To populate the emails with content, you need to use so-called Placeholders. Click here to see a list of placeholders.
Order Update
Emails created for order updates should be relatively short and informative. The following emails are a good starting point.
Ps! The title you give the email in the setup also becomes the title of the email sent to the customer.
| Order Confirmation | This email is sent upon ordering |
| Your Order Has a New Status | This is sent when an order gets a different order status than "Sent" or "Cancelled" |
| Your Order Has Been Sent | Sent when an order is sent from your store. Should contain delivery and shipping information. |
| Your Order is Ready for Pickup | If you want to give the customer the opportunity to pick up the item in your store or at your warehouse, it is wise to send the customer a separate email informing them of this. The email can, for example, contain the store's location and opening hours. Only necessary if you offer in-store pickup. |
| Your Order Has Been Cancelled | Sent if an order is cancelled in the control panel. It is wise to inform how the refund of money works. |
Email Flow
As soon as the emails are created, you can start creating flows that send out emails to customers. To ensure that the emails are sent to customers, the symbol in the image below must be activated (blue).
New Order
When an order is placed by the customer, they should receive an order confirmation. If you want Personalized Shopping to send this, set up a flow that starts when a new order was placed. Here it is not necessary to add rules that interrupt the flow.
Flow for Orders That Change Status
When an order changes status, add a flow that starts when an order changes status.
Flow for Orders to be Shipped or Picked up at Warehouse/In-Store
If you offer customers to pick up the orders in-store or at the warehouse, this can easily be solved by adding a condition in the flow. A condition selects criteria and the next step is based on what is entered here. The example below assumes that one email will be sent for orders to be shipped and one email for orders to be picked up at the warehouse.
1: Start flow: Action: Here you select "An order was sent". You do not need to add anything that interrupts the flow.
2: Add a condition: Select the condition "The order has shipping method". In the "Compare with" field, add the shipping method's title, e.g. "Pick up in our store".
3: Choose what happens based on the condition: In this setup, you want to add that different emails should be sent based on which shipping method the order has.
| ✅ The condition is met Send the email Order ready for pickup | ❌ The condition is not met Send the email Order: Sent |
Flow for Cancelled Orders
When an order is cancelled, you can add a flow that automatically starts when an order is cancelled.
Ps! It is not necessary to add a rule that interrupts the flow.