Creating Email Templates and Rules for Dropship Orders


Creating Email Templates
Creating Rules
Creating Splits

With Order Desk, you can automate certain processes to make your workflow easier, faster and more accurate. One popular way to customize Order Desk is to set up automatic dropship emails to send to your vendors when an order comes in. This is especially useful with split orders.

This guide will walk you through the steps for setting up email templates to send to your vendors. Then you'll learn about the rule creation process to ensure that the appropriate vendors will be notified for each order that comes in.

If you are new to working with email templates in Order Desk, please read through our Working with Email Templates guide for more detailed information.

Step 1 - Creating Email Templates

To begin setting up email templates, in the left sidebar, click on Templates under Settings.
On the next page, click on Add New Email Template.

This will pull up an existing email template that can be customized with the text and information you want to send in the email to your vendor. This particular default email template is one meant for customers about their order. Because we are setting up emails for vendors, we are going to swap in a sample template meant for vendors.

First, delete all of the text in the email template.

Next, go to this guide, which is our sample vendor template, and copy the entire email from line 1 through line 52. Paste this into the template we just deleted. You can see that your new email template now has information about the order that needs to be shipped, including a line asking your vendor to fulfill the order:

You can leave this template the way it is or customize the text and information to be exactly what you want it to say. You may want to add your vendor's name or put in some other personal information. For example:

<p>Hi Tom, please fulfill the following order for {{ store_name }}:</p>

There are instructions in the Sample Dropshipping Email Template guide for how to include a link to a printable packing slip in your vendor email template.

If you are not familiar with code, be careful to only edit the text, leaving any tags or code as they are in the template. These will format the email and automatically pull in the store and order information.
Next, we need to change the Subject, Email Overrides and give the template a name that can easily be remembered.

Template Name - Give your template a unique name for your own reference. We suggest that you describe what and who the email is for in the Template Name.

Email Subject - The subject line for the email your vendor will get.

From Name Override - The name you want the email to be sent from; leave blank if you want the name of your store to be used.

From Email Override - The email address you want the email to be sent from; leave blank if you want the store email to be used (this is set on the Store Settings page under the Email tab).

Email Delivery Override - Add your vendor's email address here, otherwise this email template will be sent to your customer when triggered by the rules we will be setting up later.

Once the template is finished, click Add New Template below the email.
After adding your new template, you can test it by clicking on the name of the template under Email Templates.

Scroll to the bottom of the template to the Send Preview Email section. Add one of your Order IDs and use your own email address in the Send To Email field, then click Send Email.

Check your email for the preview to see what your vendor would receive. Depending on your email provider, there may be a short delay before the email arrives. Once you see what the email looks like, you can make any edits to your template if necessary.

To send the email directly from an order, click on the appropriate  Orders Folder from your left sidebar. Select the order you want to send to your vendor to open it. Click on the Email button below the order. If you have more than one email template, you can select the template from a dropdown. 

A preview of the email will pop up on your screen. Click Send Email when you are ready to send to your vendor. To send this email automatically, you will need to create a rule.

Create a new email template for each vendor. To quickly make a new email template, copy the template you've already created, click on the name of the new template, and edit the necessary details. 

Step 2 - Creating Rules

Add your products to the Order Desk inventory.
Before you can create a rule to automate sending emails to vendors, you will need to  add your products to the Order Desk inventory. When doing this, set the name, SKU and inventory location (that is, the vendor). These details are important later on when making things automatic because the rules you create will need to read these settings to know what actions should be applied.
If you are using Shopify or BigCommerce and are doing automatic vendor splitting, you do not need to create your products within Order Desk since the orders will be automatically split for you. You'll use the "order is imported" event and will look for order metadata values for shopify_vendor or bigcommerce_vendor.

There are a couple ways to add your products. You can do it with a CSV file if you have a lot of products. To import a CSV file, click on Import Data under Tools in the left sidebar. Select Inventory Items and upload your file.

Or you can add your products manually by clicking on Inventory Items just below Import Data.

Once all of your products are in Order Desk, click on Store Settings under Settings in the left sidebar.

In the Store Details section, look under Inventory Settings and check Automatically Sync Details With Inventory Items.

To split your orders and automate the emails that go out to separate vendors, a rule will need to be added for each split. This will be based on the inventory location you added to your products in the last step. To automate the email, you'll need to set up a rule that says:

When order is split
If order metadata field for "inventory_location" is equal to "inventory-location-name"
Then send customer email

To begin setting up this rule, click on Rule Builder under Settings in the left sidebar.

In the Rule Builder section, over on the right side of the page under Add New Rule, you'll want to select the event to trigger the rule from the dropdown. In this case, select Order is Split and click Continue.
Events are times throughout the system when something happens such as when a “Folder is Changed” or when an “Order is Imported.” Because this guide is giving a walkthrough for how to automate emails to vendors when an order is split, we are choosing the Order is Split event, however you can create a rule that is triggered by any of the other events in the dropdown.
Next click Add a Condition. In this section, you'll select:
a. If Order Metadata Field from the "Select Field" dropdown,
b. like in the next dropdown, and
c. in the last field put in your inventory location, which should look like inventory_location|vendor.
Now add the action that tells the rule to send the email. In the "Select Action" dropdown, choose Send Email to Customer, because, remember, we are overriding the email to the customer and sending it to our vendor instead.
With Send Email to Customer selected as the action, we can select which email to send.

Last, make sure to name this rule something you'll know and remember for your own reference later. Do this in the Enter Reference Name for This Rule field and click Add Rule.
Set up a different rule for each vendor/email template you have for split orders. Once a rule is created, it can be edited or copied to make this process a little faster.

Step 3 - Creating Splits

A detailed walkthrough for creating splits is coming soon! In the meantime, check out our general guide on splitting orders, or contact Order Desk support if you need help setting these up. Please include your list of inventory locations/vendors in your email.

If you use Shopify or BigCommerce, please see this guide for instructions on how to split orders.

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