Difference between revisions of "Messages/Emails"

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:

Select New Message as the email template in the steps for sending emails above.
For Load Message, choose the desired predefined template.
Customize the message.
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:

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.
Click the Resend icon for that message.
Edit the content and add any additional recipients.
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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 ==Sending Emails to a Client==
-===One Off Mail===
+There are several ways to send email messages to your clients.
-*Begin by locating the client that you want to send the email to either by searching or locating their name in the clients list and then follow the link through to the client summary page
+=== Client, Product, and Domain-Related ===
-*Next, in the '''Send Email''' panel, select the '''New Message''' option and click Send
-*This will take you to the email composition window where you can enter your message before clicking '''Send Message'''
-====Save as a Template====
+To send client, product, and domain-related email, go to the '''[[Clients:Summary_Tab|Summary]]''' tab of the client's profile.
-*When composing your message, if you think you may want to use it again in the future, you can save it.
+* Select '''New Message''' to send one-time emails that you compose individually and, optionally, save them as templates for future use.
-*To do this, tick the '''Save Message''' checkbox under the Subject field and enter a name to add it to the Email Templates.
+* Select a predefined email template to send existing messages for clients, products, and domains.
-===Predefined Templates===
+=== Invoice-Related ===
-*Predefined templates can be sent '''on demand''' for clients, products & domains. Other email types are only sent when specific events occur.
+To send invoice-related emails, go to the desired invoice at '''Billing > [[Invoices]]'''.
-====Client Related====
+=== Customise a Template Before Sending ===
-*The steps are the same as the with the One Off Mail above but instead of choosing New Message in the dropdown, you need to choose the template name to send.
+You may sometimes wish to modify a predefined template before sending it.
-====Product & Domain Related====
+To do this:
-*From the Client Summary page, click the edit icon next to the service or domain you want to send the email related to
+# Select '''New Message''' as the email template in the steps for sending emails above.
-*Now scroll to the bottom of the product or domain details page that gets displayed
+# For '''Load Message''', choose the desired predefined template.
-*There you'll see a '''Send Message''' dropdown where you can choose the template name and click '''Send'''
+# Customize the message.
+# Continue to send the message using that email type's method.
-====Customise the Template before Sending====
+=== Automatic Mail ===
-*There might be some occassions where you want to send a predefined template but make some modifications first.
+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"
-*To do this, follow the steps as above but instead of choosing the template name choose '''New Message'''.
-*Then on the message composition screen which you are taken to for the new message, scroll to the bottom where you'll see a '''Load Message''' dropdown box.
-*From there you can choose the predefined template and load it into the message box ready for you to customise before sending.
-==Merge Fields==
+You can do this at '''Utilities > [[Email Marketer]]'''.
-*In email messages you can enter '''merge field''' variables wihch are then replaced at the time of sending automatically with the users data.
-*The merge fields available in your message '''depend on what type''' of email you are sending.
-*For example if it's an email related to a client you can include client fields only, but if it's a product related email you could include product details aswell as client fields.
-*The exact list of fields you have available in any email message you are composing are listed directly below the message box with the field description and merge field code.
-*Clicking on the description will insert the merge field at the point of your cursor in the message.
-===Custom Fields===
-*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.
-*The same applies to Product custom fields, however they are referenced by '''{$service_custom_fields.0}''' or '''{$service_custom_field_fieldnamehere}'''.
-*To loop through and display all the custom fields that apply to a product, you can use a foreach loop like this:
- {foreach from=$service_custom_fields item=customfield}
-    {$customfield.name}: {$customfield.value}
- {/foreach}
-===Conditional Displays===
-*There may be cases where you want to display text in an email only if certain conditions are met.  For example you might want to include specific information in a sales support ticket submission so could use the below conditional statement in the Support Ticket Opened email template:
- {if $ticket_department eq "Sales"}The sales department is open 9-5pm Monday-Friday so you
- will only receive a response between these times. We thank you for your patience.{/if}
 ==Resending Emails to Clients==
-*Begin by locating the email you want to resend. You can do this from the '''Email''' tab inside a clients profile or the master email log accessed in '''Utilities > Email Log'''.
+To resend an email:
-*Next, click the Resend icon on the message's row that you want to resend
-*The email will now be loaded into the message editor where you can edit the content and add any additional recipients
-*Once you are ready, click the '''Send Message''' button to resend.
-==Mass Mailing==
-*Mass Mail allows you to send an email to a group of clients.
-*Begin by going 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
-*By default the email type is General and so you can only filter on the client status criteria
-*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
-'''Please Note:''' When composing the email you will see the full list of clients matching your selected criteria in the To field. This is so you can review who will be receiving it but each email is sent '''individually''' and so the receiver will not see any other client's addresses in the To field of the copy they receive.
-===Mailing Lists===
-It is possible to create a mailing list using custom client fields. Navigate to '''Setup > Custom Client Field''' and create one called Mailing List (just as an example). The field type Dropdown or TickBox can be used. If choosing Dropdown be sure to enter the Select Options "Yes,No".
+# 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'''.
+# Click the '''Resend''' icon for that message.
-Now on the mass mailing page this will appear as a client filter option, so you may send emails only to clients who have chosen to receive these mailings.
+# Edit the content and add any additional recipients.
+# Click '''Send Message'''.
-==Email Templates==
+==Marketing and Mass Emailing==
-*All of the emails that WHMCS sends out to clients can be customised in '''Setup > Email Templates'''
+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.
-===Creating Custom Templates===
+For more information, see [[Marketing_Emails_Automation|Marketing Emails Automation]].
-*You can create your own email templates to serve as custom welcome emails for products or messages you send manually but frequently
+==Contacts==
-*To do that go to '''Setup > Email Templates''' and scroll to the bottom of the page where you will see a '''Create New Email Template''' area
-*You can only create email templates for the types you can manually send: General, Product & Domain
-*You should use a '''unique name''' for the template so you can identify it in the send message dropdowns. Only admin users will see the name you give it.
-===Disabling Templates===
+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.
-*There may be circumstances where you want to disable certain emails from sending.
+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.
-*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:
-#Go to Setup  > Email Templates
+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.
-#Edit the email template you wish to disable
-#Check the Disable tickbox in the fields at the top of the page
-#Save your changes to the email
-*That email will now not send until re-enabled.
+==Language==
-===Translating Email Templates===
+Assuming email templates are configured in multiple languages, the language used when sending an email will depend on the type of recipient.
-You can translate the email templates and WHMCS will send emails in that language if the client chooses it during the order process:
+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'''.
-# Go to Setup > Email Templates
+* 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.
-# At the bottom of the page select the language you wish to add from the Add dropdown menu
+* 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.
-# Edit each email template and a second text area will appear
-# Translate the email template into the selected language
-That's all there is to it. Clients who choose that language will now receive the translated emails.
+If the system default language is invalid or deleted, WHMCS will default to '''English'''.

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