System Email Template Customization
System Emails are automated emails sent by the system. These emails are either sent internally to your users (such as activity reminders) or are sent directly to your clients (such as payment due reminder).
Unless otherwise defined, the automated emails will come from the email address listed in Client No-Reply field: Settings > System Configurations > Organization - Emails.However, to ensure these emails look like they are coming from someone from within your organization you must set up a SMTP / e-transactional email account. If you are piggy-backed on Aysling’s SMTP account, they will appear to come from smtp@adorbit.com. (*reach out to your Aysling contact for more information on SMTP accounts).
Recommended System Email Customization (Settings > Templates > System Emails):
Internal Email: These are automated emails sent to users and are not client facing emails.
External Email: These are automated emails sent to your client.
External from User: These are automated emails sent from a user to your client.
Artwork Reminders:
Artwork Reminder (High / Medium / Low) – (External Email) With a configuration enabled, artwork reminders can be sent automatically by the system to the artwork contact. This automated email will come from the email address listed in Operations > Emails - Production Email field in the System Configurations. There are three different version of this email to address Print / **Digital / Digital Media.
Additional System Configurations For Print:
Send Artwork Reminder Email
Artwork Due Reminder Days
Additional System Configurations For Digital & Digital Media:
Digital Send Artwork Reminder Email
Digital Artwork Due Reminder Days
Artwork Reminder from User (High / Medium / Low) – (External from User) This email is manually sent from the Consolidated Production Report, the Missing Ads Report and from the associated ticket. You can clone this email to have multiple versions of each type available to send. There are three different versions of this email to address Print / **Digital / Digital Media.
Grouped Artwork Reminder from User - (External from User) If a customer has multiple ads in the same issue, you can send a group artwork reminder as one email with multiple artwork requests. This email is manually sent from the Consolidated Production Report. You can clone this email to have multiple versions of each type available to send. There are three different versions of this email to address Print / **Digital / Digital Media.
Note
It is recommended all digital offerings are set up using the Digital Media module rather than as a Digital Ad.
Activity Reminders:
Activity Reminder – (Internal Email) Sent to user reminding them about an upcoming activity due date
Additional System Configuration: Organization > Users: Activity Due Date Reminder
Additional System Setting: To enable the automation of the Activity Reminder emails, you will need to set an Activity Category (Settings > Sales > Activity Category) to align with each activity type and set that category to “Send Reminder”.
Activity Reminder for Contact – (External Email) sent to the customer to remind them about an upcoming activity
Additional System Configuration: Organization > Users: Activity Due Date Reminder
Additional System Setting: To enable the automation of the Activity Reminder emails, you will need to set an Activity Category (Settings > Sales > Activity Category) to align with each activity type and set that category to “Send Reminder.”
Call Activity (1-3) - (External from User) When a call is entered through the system, prior to hitting save, the user can select one of these templates to send the customer. For example, it could be something "just left a voicemail about the rate card, and I have attached that here." You could create 4 different simple emails that can be selected by the user after a call is recorded.
Material Reminders
Material Reminder – (External Email) Similar to Artwork Reminder emails, the Material Reminder emails are specifically for Delivery Solution Service products. This template is for material reminders that get sent automatically based on material due dates and reminder days on Delivery Solution products. The email will be sent from the email address listed in the Operations > Emails – Production Email field in the System Configurations.
Additional System Configurations:
Enable Delivery Solution Services
Other relevant settings:
Reminder Offset (Days) setting on the Service Product. This determines how many days prior to the line item’s material due date to send this automated reminder. If nothing is specified in this field, no automated reminder will be sent.
Material Reminder from User (High/Medium/Low) - (External from User) This email is manually sent from the Service Production Report and is only relevant for Delivery Solution service products. You can clone this email to have multiple versions available to send.
Grouped Material Reminder from User - (External from User) If a customer has multiple Delivery Solution service line items, you can send a grouped email reminder for their material due dates as a single email containing information about multiple items. This email can be manually sent from the Service Production Report and is only relevant for Delivery Solution service products. You can clone this email to have multiple versions available to send.
All Other Recommended System Emails
Credit Card Expiration Warning Email Sent to Customers (External Email) The system will send an email to your customer notifying them the credit card on file is expiring.
Additional System Configurations: Finance > Emails
Enable Credit Card Expiration Notification
Days before expiration to send reminder email
Credit Card that are expiring (Internal Email) - This internal email detailing client credit cards that are expiring is sent to the email address listed in Finance > Emails - Production Email field in the System Configurations.
Electronic Transaction Receipt (External Email) – This email language is sent to the customer when they pay an invoice electronically (either via Credit Card or ACH). With configuration enabled, it can include the paid invoice as an attachment.
Additional System Configuration: Finance > Emails
Include Invoice on E-Payment Email
Send E-Payment Email to Customer needs to be set to ‘Yes’
General Invoice (External Email) - This email language is used when sending out invoices either automatically or from the Billing > Invoices page.
General Order (External from User) - This email language is used when sending out an order for a client approval without a signature link.
General Order with Signature link (External from User) – This email language is used when sending out an order for a client approval. The signature link within the body of the email will allow the client direct access to the client center for streamlined access to order approval. You can clone this email to have multiple versions of each type available to send.
Additional System Configuration: Sales > Emails - Default Order Email Template
General Statement (External Email) - This email language is used when sending a client their company statement.
Line Item Updated Notification (Internal Email) – The user listed as Ticket Owner (or Order Rep if no ticket owner), details a list of changes made to the line item.
Additional System Configuration: Operations > Emails - Send Line Item Updated Email
New Sales Proposal (External Email) – This email language is used when sending out a proposal from the system to a customer.
Pending Order (External Email) - The system can automatically send a gentle nudge to your customer asking them to sign a pending order at your desired frequency.
Additional System Configuration: Sales > Emails
Send Pending Order Reminder Email
Pending Order Reminder Days
Note
Enter two numbers in this field > the first number is the number of days between when the email is sent, the second is how many times you want the reminder sent. For example, if you enter 3,5 in this field, the email would send every 3 days for a total of 5 times and will stop after the fifth time (or if the order is approved / declined)
Payment Reminder (External Email) – This email can be sent either manually from Billing > Invoices or automatically to a customer when an invoice is past due.
Related System Configuration: Finance > Emails
Send Invoice Past Due Reminder Email
Invoice Past Due Reminder Frequency
Note
Enter one number in this field which is the frequency in days that the reminder email will be sent.
Payment Due (External Email) – Sent to a customer either manually or automatically to remind them of a payment that is coming up.
Related System Configuration: Finance > Emails
Send Invoice Payment Reminder Email
Invoice Due Reminder Days
Note
You can set multiple days by using a comma separation.
Proof Email (External Email) -This is the email language used when you send a customer an email that is a proof request, meaning you would like them to approve or disapprove the artwork.
Additional System Configuration: Operations > Emails - Sender For Proof Emails
Thank You for Ordering (External Email) - The system can automatically send a “thank you for your business” email after the client approves an order.
Additional System Configuration: Sales > Emails - Enable Thank You For Ordering Email
Updated 10/10/2023