The Emails module in Fynode allows you to set up and automate the sending of all important communication to your customers. Thanks to templates, automatic events, the option of your own SMTP gateway, attachments, and intelligent placeholders, you can cover situations from order placement to complaints.
¶ 1. Overview and management of templates
- You manage emails on this page.
- The list shows basic information about templates: name, event type, creation date, etc.
- For each template, you can:
- Edit – opens a form with the template details.
- Delete – remove the template from the system.
- Above the list, there is a "Activate SMTP" button for setting up your own mail server.
¶ 2. Activation and configuration of SMTP
- After clicking "Activate SMTP", you will enter:
- SMTP host (SMTP server)
- Email and password
- Security type (TLS/SSL)
- Port
- Sender name
- Reply-to email (reply address)
- Company logo (jpg, png, max 5MB)
- After saving, the connection is tested, and if successful, SMTP can be used for all company email communication.
¶ 3. New template – settings and options
- You create a new template by clicking the button above the template list (this option is disabled if SMTP is not active).
- In the template editor, you set:
- Template name
- Event (e.g., order received, invoice issued, complaint processed, package delivered, status change, etc.)
- Payment type (restriction on which payment methods the email should be sent for)
- Delivery method (restriction based on delivery method)
- Order status
- Email subject
- Text/template (WYSIWYG HTML editor)
- Attachments (PDF only, max 5 MB)
- Delay before sending (if you need to delay, e.g., email after dispatch)
- Do not send for sources (option to prevent notifications from selected Marketplaces, manual orders, etc.)
- BCC/hidden copy (add internal email address)
- Attach invoice PDF as attachment (checkbox, if the order contains an invoice)
- Send on manual trigger (checkbox for email templates to be sent manually)
- In the template editor, you can use special words (placeholders) such as
{order.number} (order number), {order.client.name}, {invoice.pdf_link}, etc. A complete list is available in the template editor.
¶ 4. Sending emails – automatically and manually
- Emails can be sent:
- Automatically based on events (order received, status change, complaint, etc.)
- Manually – in the order detail view, select "Send email" from the menu, choose a template, and send the email manually.
- The invoice PDF attachment is automatically included if the template is set to send with an invoice.
- Each sent email is logged.
¶ 5. Notifications, delays, and exceptions
- You can set a delay for email sending (up to 168 hours), useful for follow-up emails after delivery or complaint info.
- For specific Marketplaces or special orders, you can specify sources for which emails should NOT be sent.
- The system automatically informs the administrator about important events: complaints, processing of complaints, new orders, etc.
- Receipt of a new complaint or customer response is always accompanied by an email notification.
¶ 7. HTML editor and special words
- The template editor allows inserting HTML and formatted text.
- A complete list of special words (variables) is available in the editor under the "Template" section and covers most data about the order, customer, documents, invoices, and products.
¶ 8. Best practices and recommendations
- Use individual templates for different events (order, dispatch, complaint, delivery) for higher personalization and relevance.
- Regularly test SMTP settings (test email), especially during migrations or password/email changes.
- Use delay for follow-up communication or post-dispatch info.
- If you use a multilingual shop, create templates for each language separately.
The email module in Fynode is a robust tool for automation and personalization of every communication – from orders to complaints, with full support for attachments, invoices, editors, and special notifications for shop management.