Automated Email Notifications

Send automatic email notifications

Brenda Beckham avatar
Written by Brenda Beckham
Updated over a week ago

Keep your customers up-to-date with the status of key events related to their orders using Uphance email automation feature.

For instance, you can automatically send receipt emails to customers each time they place an order in your Showroom. Also, you can automatically send emails notifying customers of a successful order shipment.

In addition, Uphance lets you send automated emails for:

  • Payment reminders

  • Order confirmation 

  • Shipment

  • Due invoices

  • Due payments

To enable and use automated emails, from your dashboard, navigate to Settings>Email. Then scroll down to the automatic emails section where you will see this:

Enter the required credentials and then do a Test email to be sure everything is working fine.

Sample Emails without Customization

If you do not want to customize your emails, Uphance defaults work nicely as well.  Here are a couple of examples of the default emails that are sent so that you can decide if you want to customize them.

Order Confirmation

Once an order is confirmed within the Uphance Sales Order, an automatic email is sent to whoever is listed as the billing contact:

Delivery Invoice

When a Shipment is sent, an automatic email is sent to the Billing contact including the Delivery Note and Invoice PDFs.

Test Emails

Use the Test Emails button as shown in Figure 1 to send yourself a test email to make sure that it looks the way you want it to look before you start releasing to your customers.

Email Activity Log

Use the Email Activity Log to view the status of the emails that have been sent.  

  1. Select the drop down menu from Profiles

  2. Select Activity from the drop down menu

  3. Scroll all the way to the bottom for the Email section.

Editing (Customizing) Emails

Uphance gives you the option of customizing your email templates. To do so, again navigate to Settings >> Emails.

Pick an email template and click the Edit email button like so:

Figure 4 demonstrates the Edit screen for the order confirmation.  The far right column shows your main, right vertical menu with tabs for modifying the Content, Blocks, Body & Image of your email.  


The Content menu is the default when you first enter in Edit mode as shown in Figure 4.  

Figure 4

Your email template is located on the left side of your screen and includes 4 main sections:

  1. Salutation

  2. Email Body (text/message)

  3. Closing

  4. Image/Logos

You can click on anyone of these sections to get additional options and/or add more elements from the right side of your screen to the left side of your screen (email body) by dragging them over into anyone of those sections.    

As an example, if you want an Image at the top of your email, you can drag the "Image" button from the right side of the screen to the left side of the screen just above the Salutation.

Salutation, Email Body, Closing

If you click on the Salutation, Email Body or Closing sections, you have an opportunity to:

  1. Add URL links

  2. Bold, italicize or underline text

  3. Right, Center or Left justify your text

  4. Change the color of your text

  5. Control line height

  6. Manage the Padding for the Container as a whole

  7. Or, manage the Padding for the top, left, right or left by turning on the "More Options" toggle button.

  8. Use the recycling bin to delete the section from your email

  9. See the mobile and desktop versions of your emails

Figure 5

Smart Text

If you don't like the default text for the email content, you can use the Smart Text feature to regenerate it and make it smarter.

Figure 6


Columns and Blocks work the same way.  Please see the Blocks section below for information on usage.


Add a button to your email body by dragging the "button" icon over from the right side of your screen (Figure 1) to any section in the email message body as shown below.  Use the right side of the screen to control the text and colors for your button. Use the URL field to redirect your customer to another page in their web browser.  As an example, you could redirect them to your catalog to "order more products" from your Showroom.

Figure 7

You also have the option of generating smart text for your button text.


Drag and drop the Divider button from the right side of your screen to the left side of your screen to add "lines" before or after any particular section.  As an example, if you listed address at the top of your email, you may want to add a divider line separating it from the actual text to your customer.

Hint:  Place your cursor over any element you add until you see this four-way pointer to move the element to any other section within your email.   


Drag the Form button from the right side of your screen to your email message to add actions.  Listed below you can see the "Email" field was inserted in the body of the email.

Figure 8

Other Form field options include:

Figure 9


To add an image to your email, click on the Image section.  On the right side of the screen, use the "Upload Image" link (blue text) or "drag" a new image to the Image field.  If your image is stored on the cloud, you can alternatively enter a URL in the Image URL field.  

Figure 10


Drag the HTML button from the right side to your email body to add additional text (or other HTML items) to your email body.  In the example below, we have added "Thank you for your business" text to the bottom of all emails.  

Figure 11

You can include more complex HTML code if you want to center text, bold text or change the color of text.  In the example below, the text was designed in Microsoft Word, saved as "Web Page, Filtered (*.htm;*.html)" format.  Then, opened in Notepad. The HTML "code" was copied from Notepad directly into this HTML editor to create the desired look.

Figure 12


If you do not see the main, right, vertical menu (Content, Blocks, Body), click on the gray area directly below the message.  Then, select "Blocks".

Figure 13

Blocks allow you to further customize your email message.  As an example, you may want to add your company's URL on the bottom, left side of your email messages and your company's logo on the right side.  Perhaps you want 3 columns at the top with each column specifying 3 different address locations for your retail stores.

To add these blocks, select how many "cells/columns" you want on the right side under blocks, then drag them over to your email in any of the sections as illustrated below:

Figure 14

From here, you can click on the "Add Content" buttons which will take you to your Content tab allowing you to add URLs, texts, images, etc.


If you do not see the main, right, vertical menu (Content, Blocks, Body), click on the gray area directly below the message.  Then, select Body.  The Body option allows you to

  1. Choose a background color and/or image for your email.  Maybe you want to have your logo as a watermark on all email messages.

  2. Select the Font style for all of your text (Ariel, Times Roman, etc.). 

Figure 15

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