Difference between revisions of "Messages/Emails"

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==Mass Mail==
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==Sending Emails to a Client==
  
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To send an email to a group of clients, go to Clients > Mass Mail.  You can then choose the criteria you want to filter on in order to select who the email will be sent to.  If you want to filter on product related criteria you must ensure you set the Email Type to be Product/Service related.  Likewise if you want to filter on domain related criteria you must set the Email Type to be Domain related.  By default the email type is General and so you can only filter on the client status criteria.
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There are several ways to send email messages to your clients.
  
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When composing the email you will see the full list of filtered clients in the To field. However each email is sent individually, so your clients will not see everyone else's addresses.
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=== Client, Product, and Domain-Related ===
  
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==Email Templates==
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To send client, product, and domain-related email, go to the '''[[Clients:Summary_Tab|Summary]]''' tab of the client's profile.
  
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The Emails that WHMCS sends out to your customers can be fully customised in the email templates section of the WHMCS Configuration area.
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* Select '''New Message''' to send one-time emails that you compose individually and, optionally, save them as templates for future use.
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* Select a predefined email template to send existing messages for clients, products, and domains.
  
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The merge fields that are available in the email you are currently composing are displayed on the right of the page.  The fields you can use will depend on the type of email that you are creating and what it relates to - for example you cannot use a product specific merge field in a general email template as WHMCS wouldn't know which product is being referred to.
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=== Invoice-Related ===
  
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To display client custom fields in the email templates, you can either reference it by it's numerical reference such as '''{$client_custom_fields.0}''' for the first field, '''{$client_custom_fields.1}''' for the second, etc...  Or you reference it by name using the format '''{$client_custom_field_fieldnamehere}'''.  For fieldnamehere, you need to take your custom field name, convert the name to lowercase and remove anything other than a-z 0-9 chars. For example "VAT Number" would become "vatnumber" and so would be '''{$client_custom_field_vatnumber}''' in the email template.
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To send invoice-related emails, go to the desired invoice at '''Billing > [[Invoices]]'''.
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The same applies to Product custom fields, however they are referenced by '''{$service_custom_fields.0}''' or '''{$service_custom_field_fieldnamehere}'''.
 
  
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==Sending Preset Emails to a Client==
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=== Customise a Template Before Sending ===
  
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With WHMCS, it is possible to resend any of the automated emails in the general, product & domain categories manually should you need to.  In this article, we will look at how this is done.
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You may sometimes wish to modify a predefined template before sending it.  
  
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* General Emails - To resend an email from the general category to a client such as the Welcome Email or Client Area Details Reminder, simply locate the client either through the search or clients list and click their name to proceed to the client summary for that client.  You will see an area labelled Send Email where you have a dropdown to pick any of the general emails and once selected, just click the Send button to send it. 
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To do this:
  
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* Product Emails - To resend a product related email, you need to tell WHMCS what product it's related to.  To do this, you need to locate the client, then click on to their Products/Services tab, select the product/service you want to send it for in the services dropdown menu and then scroll to the bottom of the page where you'll find a Send Message section.  From the dropdown menu you can select any of the product related emails in your system to resend to a client.
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# Select '''New Message''' as the email template in the steps for sending emails above.
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# For '''Load Message''', choose the desired predefined template.
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# Customize the message.
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# Continue to send the message using that email type's method.
  
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* Domain Emails - To resend a domain related email, you need to tell WHMCS what domain you want to send it for.  To do this, like with product emails, you need to locate the client, but then click on to their Domains tab, select the domain you want to send it for and then scroll to the bottom of the page where you'll find a Send Message section.  From the dropdown menu you can select any of the domain related emails in your system to resend to a client.
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=== Automatic Mail ===
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In version 5.0 and later, you can send emails automatically to your clients when they meet certain events or criteria.  For example, sending a follow up email if a product is still in pending status x days after ordering, or upselling to clients with certain products, services, or addons: "You've got product x; you might be interested in product y"
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You can do this at '''Utilities > [[Email Marketer]]'''.
  
 
==Resending Emails to Clients==
 
==Resending Emails to Clients==
  
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WHMCS allows you to resend a previously sent email from the users email log inside WHMCS. To do this, locate the email you wish to resend in the email log and click the Resend icon to the right of the row. The email will then be loaded into the message editor where you can edit the content and add additional recipients, then click Send to resend.
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To resend an email:
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# Find the email you want to resend in the '''[[Clients:Emails_Tab|Email]]''' tab inside a client's profile or in the '''Email Message Log''' at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > [[System Logs]]''' or, prior to WHMCS 8.0, '''Utilities > Logs > Email Message Log'''.
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# Click the '''Resend''' icon for that message.
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# Edit the content and add any additional recipients.
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# Click '''Send Message'''.
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==Marketing and Mass Emailing==
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WHMCS provides multi-faceted bulk emailing tools. These vary from sending emails to every single client, to sending automated marketing campaigns to specific clients who meet certain criteria and have chosen to receive marketing emails from you.
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For more information, see [[Marketing_Emails_Automation|Marketing Emails Automation]].
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==Contacts==
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You can use contacts to send a copy of a message to a different email address. When sending one-time or mass mails, contacts and sub-accounts that have the '''General''' email notification option enabled will receive a copy of any '''General''' mass emails for the master account holder.
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If the contact has the '''Product''' email notification option enabled, they will receive copies of mass mails with the '''Product/Service''' email type. Similarly, contacts with '''Domain''' email notifications enabled will receive a copy of '''Domain''' type mass mails. Finally, when sending invoice related emails, the contact will receive a copy if they have the '''Invoice''' email notification option enabled.
  
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==Sending a Custom Email to Clients==
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The recipients list won't include contacts when composing the message, but if it includes their master account and they have the appropriate email permission, they will receive a copy.
  
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To send a custom one off email to a client use the same process as above for the preset emails but instead of choosing an email template name, select the "New Message" option in the dropdown menu.
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==Language==
  
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==Disabling Emails==
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Assuming email templates are configured in multiple languages, the language used when sending an email will depend on the type of recipient.
  
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There may be circumstances where you want to disable certain emails from sending. For example you might not want emails to go out when invoices get created, or when a product is suspended. You can do that by following these steps:
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Emails sent to admins, such as order notifications, will use the default system language. Set this in the '''[[Localisation Tab|Localisation]]''' tab at '''Configuration (<i class="fa fa-wrench" aria-hidden="true"></i>) > System Settings > General Settings''' or, prior to WHMCS 8.0, '''Setup > General Settings'''.
  
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#Go to Config > Email Templates
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* Emails sent to a clients, such as invoices and payment reminders, will use the the language selected in the client profile. If the client language is set to ''Default'', the system default language will be used.
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#Edit the email template you wish to disable
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* In WHMCS 8.0 and later, emails sent to users, such as password reset emails, will use the language selected by the user. This can be viewed when you navigate to '''Clients > [[Manage Users]]''' and click '''Manage User''' to edit the user. If this is set to ''Default'', the system default language will be used.
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#Check the Disable tickbox in the fields at the top of the page
 
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#Save your changes to the email
 
  
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That email will now not send until re-enabled.
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If the system default language is invalid or deleted, WHMCS will default to '''English'''.

Latest revision as of 18:23, 26 April 2022

Sending Emails to a Client

There are several ways to send email messages to your clients.

Client, Product, and Domain-Related

To send client, product, and domain-related email, go to the Summary tab of the client's profile.

  • Select New Message to send one-time emails that you compose individually and, optionally, save them as templates for future use.
  • Select a predefined email template to send existing messages for clients, products, and domains.

Invoice-Related

To send invoice-related emails, go to the desired invoice at Billing > Invoices.

Customise a Template Before Sending

You may sometimes wish to modify a predefined template before sending it.

To do this:

  1. Select New Message as the email template in the steps for sending emails above.
  2. For Load Message, choose the desired predefined template.
  3. Customize the message.
  4. Continue to send the message using that email type's method.

Automatic Mail

In version 5.0 and later, you can send emails automatically to your clients when they meet certain events or criteria. For example, sending a follow up email if a product is still in pending status x days after ordering, or upselling to clients with certain products, services, or addons: "You've got product x; you might be interested in product y"

You can do this at Utilities > Email Marketer.

Resending Emails to Clients

To resend an email:

  1. Find the email you want to resend in the Email tab inside a client's profile or in the Email Message Log at Configuration () > System Logs or, prior to WHMCS 8.0, Utilities > Logs > Email Message Log.
  2. Click the Resend icon for that message.
  3. Edit the content and add any additional recipients.
  4. Click Send Message.

Marketing and Mass Emailing

WHMCS provides multi-faceted bulk emailing tools. These vary from sending emails to every single client, to sending automated marketing campaigns to specific clients who meet certain criteria and have chosen to receive marketing emails from you.

For more information, see Marketing Emails Automation.

Contacts

You can use contacts to send a copy of a message to a different email address. When sending one-time or mass mails, contacts and sub-accounts that have the General email notification option enabled will receive a copy of any General mass emails for the master account holder.

If the contact has the Product email notification option enabled, they will receive copies of mass mails with the Product/Service email type. Similarly, contacts with Domain email notifications enabled will receive a copy of Domain type mass mails. Finally, when sending invoice related emails, the contact will receive a copy if they have the Invoice email notification option enabled.

The recipients list won't include contacts when composing the message, but if it includes their master account and they have the appropriate email permission, they will receive a copy.

Language

Assuming email templates are configured in multiple languages, the language used when sending an email will depend on the type of recipient.

Emails sent to admins, such as order notifications, will use the default system language. Set this in the Localisation tab at Configuration () > System Settings > General Settings or, prior to WHMCS 8.0, Setup > General Settings.

  • Emails sent to a clients, such as invoices and payment reminders, will use the the language selected in the client profile. If the client language is set to Default, the system default language will be used.
  • In WHMCS 8.0 and later, emails sent to users, such as password reset emails, will use the language selected by the user. This can be viewed when you navigate to Clients > Manage Users and click Manage User to edit the user. If this is set to Default, the system default language will be used.

If the system default language is invalid or deleted, WHMCS will default to English.

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