The Transsmart platform offers a variety of possibilities to send emails on behalf of your customers or yourself. In this article it is explained what the possibilities are and what input we need from you to establish an email for you. Would you like to provide an email template yourself? Then go to the checklist with deliver instructions.
The set up of an email template is divided into the following chapters, whereby for example the content of a shipment can be used, aided by the dynamic fields in the email template. A dynamic field is for example the address information of the receiver of a shipment, the reference or the track & trace link. Enclosed, an example can be found.
The chapters:
- Address bar
- Subject
- The body of the email (HTML)
- Appendixes
- The rules (when will the email be send).
1. Address bar
Sender address of the email
The sender address is for example noreply@yourcompany.com or info@yourcompany.com. Another option is to include the company name in the sender address. This can be done by first writing the company name and thereafter the email address between < >. It will look like this: Companyname info@yourcompany.com. Below, an example is given of the result in the mail client Outlook.
To give us the possibility to send an email on behalf of your company domain, Transsmart must be authorized to send emails which can be adapted in the SPF-record. If this is not the case, the email will most probably always or often be marked as spam and therefore will not reach the receiver. Registration in the SPF-record can be done by adding: include:spf.transsmart.com
If you are not sure how this must be done, contact your IT-administrator. Would you like to check if Transsmart is registered? Use the tool mxtoolbox. In the article ‘’Increase delivery reliability with SPF-records’’ more information about the SPF-record can be found.
Receiver of the email
Usually 2 configurations can be found.
Option A: Inform Receiver (default setting): The receiver, where the package will be sent to, receives an email. This is the email address which is given in the booking of a shipment. Besides, our advice is to put your email address in the BCC. With this address, you are able to check if the email is sent and with which information. Preferably, you can archive this email in one inbox to check if the emails are sent.
Option B: A second possibility is to send the invoicee an email. This is used by companies which send emails on behalf of their customers and want to inform the sender that the package is sent.
During the setup, the following information is of importance:
A. Would you like to send the email to the email address of the ‘receiver’ (default setting) of from the ‘sender’ (invoicee).
B. A standard email address where we can send the BCC to (more addresses are possible through separating them by a “,”).
2. Subject
For the subject, the static can be used or a topic with for example the order number of the reference. Below a few examples:
· Your order has been sent!
· Your order at “company name” is on its way
· Your order Test Shipment Transsmart has been sent (in template code: Your order $additional.get('YOUR_REFERENCE') has been sent!
· Your order Test Shipment Transsmart is ready for pickup! (in template code: Your order $additional.get('YOUR_REFERENCE') is ready for pickup!
· Order XYX is has been shipped out today (in template code: Order $additional.get('CUSTOMERORDER') has been shipped out today.
3. The body of the email
For the body are several possibilities and various fields which can be used. Enclosed, an overview can be found of the fields. In this paragraph, a few possibilities are shown based on examples.
Important:
· When a variable field is used, it is required to start with the code #foreach ($!item in $!shipments). After the last variable field #end must be added.
· The body of the mail needs to be in HTML-layout.
· Images must be made public by means of an URL (for example: http://www.domein.nl/plaatje.jpg)
· Inline-css must be used.
Standard information in a body
-----------------------
Dear customer,
#foreach ($!item in $!shipments)
Your order with reference number $!item.shipment.get('shr_reference') has been sent today to the following address:
$!item.adr.get('RECV').get('adr_name')
$!item.adr.get('RECV').get('adr_contact')
$!item.adr.get('RECV').get('adr_street1') $!item.adr.get('RECV').get('adr_houseno')
$!item.adr.get('RECV').get('adr_zip')
$!item.adr.get('RECV').get('adr_city')
$!item.adr.get('RECV').get('adr_country')
Any updates on the status of your order can be checked by using the following link:
$!item.shipment.get('shr_tt_url')
We hope we have informed you sufficiently. In case of further question on you order, please do not hesitate to contact us.
Kind regards,
$!item.adr.get('SEND').get('adr_name')
#end
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Or for a collection order
-----------
#foreach ($! item in $! shipments)
Your order with reference: $! Item.additional.get ('YOUR_REFERENCE')) is ready to be picked up at the address:
Transsmart
Ellen Pankhursstraat 1C
5032 MD Tilburg
Opening hours: Monday to Friday between 8:30 AM and 5:00 PM.
#end
Sincerely,
Your company
-----------
A few additional options:
Personalizing the preamble:
Dear $!item.adr.get('RECV').get('adr_contact')
Specify the carrier of the shipment:
Your order will be shipped with $!item.ccl.get('CARRIERLONGNAME').
Shipment information
Weight shipment: $!item.shipment.get('shr_weight')
Amount of packages: $!item.shipment.get('shr_colli')
This shipment contains the following products:
| Item Number | Description | Quantity |
#foreach($!delnote in $!item.delivery)
| $!delnote.get('dnl_article_id') | $!delnote.get('dnl_description') | $!delnote.get('dnl_quantity') |
#end
4. Appendixes
It is possible to enclose an appendage to the email. This can be a packing note for example. The two possibilities to inform about the content are: an attachment or including it in the body of the email.
5. The Lines
When the email templates are finished, the last step is to designate at what time the email will be sent. It is possible to use several templates in order to send personalized emails per country of brand. The following components give the options for the template that will be used.
Countries
The system has the ability to send an email per country or language code. Because the language code is not always filled in, it is chosen to standardly send the email on country code. For this purpose, the ISO-codes are used. It is possible to make one email for countries or emails for multiple countries. The system will use the GB template when no template for that specific country is specified. An example:
1. NL - Uw bestelling is verzonden
2. GB - Your shipment is on its way
3. DE - Ihre Bestellung wurde versandt!
In above mentioned examples are three templates established for the countries NL, GB and DE. When a shipment is send to a country which is not included in the list, (so not NL, GB or DE), the GB-template is used. This means that FR and IT will receive the template of GB.
Various templates
Maybe you have several brands, or you send emails for different companies. With the following two values, various templates can be called out to.
1. Cost center
2. Mail type
With every shipment, a cost center, mail type or a combination can be added. Based on this values, an email will be send. The mail type field can have a value ranging between 0 and 255.
Which one would you like to use? This decision you will make depends usually on the used ERP-/WMS-system. What does the system sends? In case of a manual shipment, both values can be inserted in MyTranssmart.
When to ship
Our system can trigger a template based on all statuses. Therefor, it is possible to send several emails, based on the status of the shipment. For track and trace emails is “LABL” the standard status on which an email is send. This means that when a label is printed, the status LABL is reached and the email is sent. This is our standard setting, however it is also possible to send on a in advance established time*.
The difference between an established time or directly after the label is printed is that the receiver will be directly informed that the shipment is on its way but the track and trace link gives possibly no results yet. With the fixed time, the carrier has scanned the shipments.
* With this option the info will be consolidated to one email If there are more shipments to the same email address. The info within the foreach section will be repeated in the email.
Shipment per carrier or service level
It is possible set up a template per carrier which can be used when a carrier offers specific information or not. Think of a specific service level, for example 18+ with legitimization. Due to this, the receiver is once again reminded that the shipment has to be singed by an adult with a valid legitimization. Another option is to send a specific email for pick up order. Hereby you can inform the receiver by means of an automatic email that the order is ready for pick up.