Communication checklist

The Order Confirmation template is sent to users when they purchase something from your site. You must tailor the order confirmation template before contacts begin purchasing items from your site.

Tailoring the order confirmation template

When creating a tailored Order Confirmation template, you can copy the sample template or create a new template.

Do the following to tailor the Order Confirmation template:

1. Go to Marketing > Communication templates. Navigate to Templates > Samples.
2. Select the Order Confirmation template.
3. Edit the template as needed, for example, ensure that the From address is the correct email address.
4. Click Save As and enter a Name for the template.

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   Note

   Be sure to save your template to the Templates folder.

When copying the sample Order Confirmation template or creating a new template the following information must be configured in the template:

• The From address

• The To address defined as {#party.Email}

• Type = Billing

• The {orderdetailsblock} placed within the body. This placeholder will be replaced with a grid containing order details such as the order number, shipping address, item lines, and transaction totals.

  

Notes

• When previewing the Order Confirmation template on the Staff site, the {orderdetailsblock} will display an error. This error is not displayed when an order confirmation is sent.
• When resending an order confirmation, the CC and BCC addresses are ignored.
• Multiple attachments can be added to the same communication template using the [Add attachment](../../../Features/Marketing/Communications/Working with communication templates.htm#Body_tab) function, but the template must be saved after every five attachments.

Managing the order confirmation template

• Defining the default order confirmation template
• Customizing how the order confirmation is sent
• Resending an order confirmation email

The Default template automatically opens when composing new communications or when sending a communication directly to an individual.

Creating a custom Default template

Do the following to define a custom Default template:

1. Go to Marketing > Communication templates > Templates > Samples.

2. Select the Default template.

   

3. Copy and Paste the template to the Templates folder in order to avoid having your template overwritten during an upgrade. If a Default template is not defined in the Templates folder, the standard message will be used for new communications.

   

4. Edit the template as needed, such as removing the sample ASI and iMIS content.

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   Warning

   Do not rename the template. In order for the template to be set as the default template, it must be titled “Default.” There should only be one template titled “Default” within the Templates folder. If there are multiple templates entitled “Default,” then the most recently created default template will be used.

   

5. Save the template.
6. Select New > Communication to view your new default communication template.

See Event invoices for more information.

Send this communication to those who have an outstanding balance with your organization. Account statements can be emailed to contacts by attaching the Account Statement or Account Statement Report Writer reports to the communication template.

Out-of-the-box, the Account Statement and Account Statement Report Writer communication templates comes preconfigured with the Account Statement or Account Statement Attachment report attached. Before emailing account statements, you must create your own account statement template. The actual communication template must be tailored, but the attached Account Statement or Account Statement Report Writer report does not need to be tailored.

To create a tailored Account Statement communication template, do the following:

1. Go to Marketing > Communication templates > Templates > Samples.
2. Select the Account Statement or Account Statement Report Writer template, then select Organize > Copy.
3. Select the Templates folder, then select Organize > Paste.
4. Open the new template, and make the desired edits, such as removing and updating all of the ASI and iMIS sample information.
5. Click Save.

The Account Statement and Account Statement Report Writer reports contain information defined in the Financial Entity, such as the organization name and address. Before sending this report, make sure your financial entity information is updated and does not contain the sample ASI and iMIS information. For more information, see Financial entities.

Renewal notices are communications that are sent to members, reminding them that their fees are due soon. These reminders are sent after billing renewals are generated.

The Order Invoice and Order Invoice Report Writer communication templates are used and sent to contacts when order invoices are generated.

See Processing orders for more information.

This out-of-the-box communication template is used to inform members that you have cancelled their membership renewal.

To create a tailored Membership Cancellation Notice communication template, do the following:

1. Go to Marketing > Communication templates > Templates > Samples.
2. Select the Membership Cancellation Notice template, then select Organize > Copy.
3. Select the Templates folder, then select Organize > Paste.
4. Open the new template, and make the desired edits, such as removing and updating all of the ASI and iMIS sample information.
5. Click Save.

The Event Cancellation Notice is used to inform event registrants that an event was cancelled. There is a pre-built scheduled task associated with this communication template that also must be updated before you begin using it.

To use the Event Cancellation Notice communication template and the related scheduled task, do the following:

For more information about scheduled tasks, see Creating and editing scheduled tasks.

If you plan to send automatic emails to contacts when they are removed from an event waitlist, then you must update the related communication template and process automation task.

If you plan to send automatic emails to contacts when they are removed from an event waitlist, then you must update the related communication template and process automation task.

To use the out-of-the-box Event Registered from Waitlist Notification communication template and related task, see Waitlisting for an event.

The following contact erasure communications are available:

• Contact Erasure Request Confirmation - The communication sent to contacts when they have requested to be erased from your system.

  

• Contact Erasure Request Update - The communication sent to system administrators detailing how many contact erasure requests are pending and how many contacts are marked for erasure.

  

See Erasing a contact's personal data for more information about contact erasure.

Each communication is associated with a process automation scheduled task. Do the following before using the communication templates and scheduled tasks:

1. Go to Marketing > Communication templates > Templates > Samples.
2. Select the Contact Erasure Request Confirmation template, then select Organize > Copy.
3. Select the Templates folder, then select Organize > Paste.
4. Repeat steps 2 and 3 for the Contact Erasure Request Update template.
5. Open the new templates, and make the desired edits, such as removing and updating all of the ASI and iMIS sample information.
6. Click Save.
7. Go to RiSE > Process automation.
8. Locate the Contact erasure request confirmation task, and open it for edit.
9. Click the Actions tab.
10. Select the pencil icon.
11. From the Communication line, Remove the existing template, then Select your copy of the Contact Erasure Request Confirmation template.
12. To enable the task and begin sending out emails immediately, select Enabled.
13. Save the task.
14. Repeat steps 8-13 for the Contact erasure requests - Update email task and associated Contact Erasure Request Update communication template.

The Invoice Notice and Invoice Notice Report Writer communication templates are another template in iMIS that comes out-of-the-box with an attached report. In order to properly email an invoice directly from iMIS, there must be a connection from the invoice query to the communication's query. This communication is designed so that you can easily send an invoice to a contact without needing to create that connection yourself. The Invoice Detail or Invoice Notice Report Writer report is attached by default.

Before you can use and send the Invoice Notice or Invoice Notice Report Writer communication template, do the following:

1. Go to Marketing > Communication templates > Templates > Samples.

2. Select the Invoice Detail template, then select Organize > Copy.

3. Select the Templates folder, then select Organize > Paste.

4. Open the new template, and make the desired edits, such as removing and updating all of the ASI and iMIS sample information.

5. Update the Pay Invoice Now link to point to your public website.
   
   a. Highlight the Pay Invoice Now link, then, from the Insert link drop-down, select Pay Invoice Link.
   
   b. Select the Content or URL and the Default website.

6. Click Save.

   The Invoice Detail report contains information defined in the Financial Entity, such as the organization name and address. Before sending this report, make sure your financial entity information is updated and does not contain the sample ASI and iMIS information. For more information, see Financial entities.

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Tip

Out-of-the-box, the ~/PayInvoice shortcut points to the invoice payment content record.

Alternatively, you can delete this link from the template as needed. For more information on the Pay Invoice Link, see Paying invoices using a direct link.