In this article, you will find everything about email sending and which settings you can configure for it.
When are emails sent to customers from the Pickware Admin?
On status changes
When you change the status within an order in the Pickware Admin, the following window appears.
As you can see, email sending is deactivated by default. You can use the checkbox to activate it for an individual action.
Please note that a corresponding flow must be set up for each status change so that emails are actually sent. You can find more information on this here.
In supplier order management
You can also send supplier orders by email directly from the Pickware Admin. You can find out exactly how this works here.
If you want to send invoices from Pickware to your customers by email via Shopify, you can 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 the first part (no-reply) cannot be changed.
In your Pickware Admin, navigate to Settings → System → Email. There you will find the section Set up custom sender domain.
Enter your domain and click Add domain.
Once the domain has been added successfully, various DNS records are displayed for it.
In a new window, log in to the customer area of your domain host.
There, open the domain management or DNS settings of your desired domain (the name of the settings menu may differ slightly depending on your domain host).
Configure or create the DNS records for your desired domain so that their Type, Name, and Destination match the values from step 2.
Tip: Most domain hosts provide instructions on how to configure or create DNS records.
Switch back to the Pickware Admin and click Verify.
If the address has been configured correctly, you will now see a green checkmark next to the domain.
Please note that it can take up to 24 hours for the change to take effect.
Change the reply address
On the same page under Settings → System → Email, you can also change the reply address to which your customers' replies are sent.
Where can I edit the Pickware email templates?
You can find the email templates in your Pickware Admin under Settings → Shop → Email templates. You can customize existing templates or create new ones.
Create your own email template
To create a new template, click Create → Add email template. The following fields are then available to you:
Type – Select one of the available email types from the dropdown menu.
Description – Optionally enter a description for your email template here.
Subject – The subject later appears in the recipient's subject line.
Sender – This is the sender name that should be displayed to the customer in the email. In 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 have saved the template once. Here you can select files to upload. Alternatively, you can click the image icon in the bar on the right.
Email text
Enter the text of your email here. Since some email providers do not allow HTML emails, you should fill in both text fields.
Click </> on the right side to display the available variables. In addition to the default variable list, in all email templates that access the order you can also access specific Pickware custom fields, such as the invoice comment.
{% if order.customFields.pickware_erp_starter_invoice_comment %}
####### {{ order.customFields.pickware_erp_starter_invoice_comment }}
{% endif %}All Pickware custom fields can be referenced flexibly using this pattern. It is important to wrap them in an {% if ... %} check so that email sending does not fail if a field happens to be empty for an order.
Error message "Variable a11yDocuments does not exist"
If an error message such as Variable a11yDocuments does not exist appears when sending an email from Pickware, remove all references to a11yDocuments from the template, in both the German and the English version.
List shipped line items for partial shipments in the email
When you send partial shipments, you can give your customers a precise overview of the items included in that shipment in the corresponding email. For this, Pickware provides the email template Partially shipped, which you can 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 Which Pickware-specific triggers are there in the Flow Builder?
You can customize the default 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 the header (e.g., logo) and footer (e.g., closing greeting) should be identical in your emails, you can also create templates for them and assign them to one or more Sales Channels. To create one, click Create → Add header and footer. As with the email templates, you can again enter HTML and plain text using the corresponding variables.
Use your own email template
If you want your own templates to be used instead of the default email templates, you need to adjust this in the Flow Builder by selecting the desired email template in the relevant flow. You can find 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 automation options within the Shopify Admin. You can find additional information on this here.
How can I deactivate email sending from Pickware?
If you do not want to send any emails from Pickware at all, you can deactivate email sending entirely. You can find the option for this under Settings → System → Email → Mailer.