In this article, you'll find everything about email sending and which settings you can configure.
When are emails sent to customers from the Pickware Admin?
On status changes
When you perform a status change within an order in the Pickware Admin, the following window appears.
As you can see, email sending is disabled by default. You can enable it for an individual process via the checkbox.
Please note that a corresponding flow must be set up for each individual status change in order for emails to actually be sent. You can find more information about this here.
In supplier order management
You also have the option to send supplier orders directly from the Pickware Admin via email. You can find out exactly how this works here.
If you want to send invoices from Pickware via Shopify by email to your customers, you'll find the instructions in this article.
How can I configure the sender address for email sending from the Pickware Admin?
By default, emails are sent from the address [email protected]. If you want to use your own domain instead, follow these steps. Please note that it's not possible to change the front part (no-reply).
Navigate to Settings → System → Email in your Pickware Admin. There you'll find the section for setting up a custom sender domain.
Enter your domain and click Add domain.
Once the domain has been added successfully, various DNS records will be displayed for it.
Log in to the customer area of your domain host in a new window.
Open the domain management or DNS settings for your desired domain there (the term for the settings menu may vary slightly depending on your domain host).
Configure or create the DNS records for your desired domain so that the type, name, and target match the values from step 2.
Tip: Most domain hosts provide instructions for configuring or creating DNS records.
Go back to the Pickware Admin and click Verify.
If the address was configured correctly, you'll now see a green checkmark next to the domain.
Please note that it may take up to 24 hours for the change to take effect.
Where can I edit the Pickware email templates?
You'll find the email templates in your Pickware Admin under Settings → Shop → Email Templates. You can adjust existing templates or create new ones.
Create your own email template
To create a new template, click Add → Add email template. The following fields are then available to you:
Type – Select one of the existing email types from the dropdown menu.
Description – Optionally enter a description for your email template here.
Subject – The subject will later appear in the recipient's subject line.
Sender – This is the sender name that will be displayed to the customer in the email. For existing templates, the name of the sales channel is always entered here in the form ######{{ salesChannel.name }}.
Attachments – This section only becomes visible after you've saved the template once. Here you can select files to upload. Alternatively, you can also click the image icon in the sidebar on the right.
Mail text
Enter the text of your email here. Since some email providers don't allow HTML emails, you should fill in both text fields.
Click on </> on the right side to display the available variables. Beyond the standard variable list, in all mail templates that access the order, you can also access specific Pickware additional fields, such as the invoice comment.
{% if order.customFields.pickware_erp_starter_invoice_comment %}
####### {{ order.customFields.pickware_erp_starter_invoice_comment }}
{% endif %}Following this scheme, all Pickware additional fields can be flexibly referenced. It's important to embed this in an {% if ... %} query, so that the email sending doesn't fail if a field happens to be empty for an order.
Listing shipped line items for partial deliveries in the email
If you send partial deliveries, you can provide your customers with a precise overview of the items included in this shipment in the corresponding email. Pickware provides the email template Partially shipped for this purpose, which you'll find under Settings → Shop → Email Templates. This template uses the variable shippedLineItems to automatically list the shipped line items.
To use the template, link it in the Flow Builder to the trigger Pickware – Order partially shipped. You can find more about setting up flows in the article What Pickware-specific triggers are available in the Flow Builder?
You can adjust the standard template as needed. The following fields are available for each element in shippedLineItems:
item.label— product nameitem.productNumber— product numberitem.quantity— shipped quantity
The following code block shows how you can output the shipped line items in your own email template:
{% if shippedLineItems|length > 0 %}
{% for item in shippedLineItems %}
{{ item.label }} | {{ item.productNumber }} | {{ item.quantity }}
{% endfor %}
{% endif %}
Header and footer
If you want the header (e.g. logo) and footer (e.g. closing remarks) to be identical across your emails, you can also create templates for these and assign them to one or more sales channels. To create one, click Add → Add header and footer. Similar to the email templates, you can enter both HTML and plain text here using the corresponding variables.
Using your own email template
If you want your own templates to be used instead of the standard email templates, you need to adjust this in the Flow Builder by selecting the desired email template in the relevant flow. You can find out more about the Flow Builder in this article.
Can I also automate email sending?
Email sending from the Pickware Admin can be automated using the Flow Builder. There are also various ways to automate this within the Shopify Admin. You can find more information about this here.
How can I disable email sending from Pickware?
If you don't want to send any emails from Pickware at all, you can disable email sending entirely. You'll find this option under Settings → System → Email → Mailer.