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Scope
It is possible to use tsPortal to send emails to both subjects and customers.
A feature of these emails is that they can be personalised by using @codes in the body of the email that will be replaced with data such as names, subject, order keys, and more. They are often used to email an Access Key for example.
This article and the accompanying video will focus on sending individual emails to either subjects or customers. A further document and video are available regarding sending these emails in bulk.
Further Reading: tsPortal - Send Bulk Emails
It is strongly recommended that the user become familiar with sending single emails before attempting to send bulk emails. At that time, the following article will be helpful:
Prerequisites
Before emails can be sent, tsPortal will need to be configured with SMTP credentials that are entered into the tsPortal Preferences (Edit>Preferences).
Setup tsPortal for Email Sending
Limitations
The user should be aware of the following limitations when sending emails with tsPortal.
Emails are simple text emails; HTML-formatted emails are not possible
Attachments cannot be added to the emails
Images cannot be embedded into the emails
Customer emails
Online order information, including customer information and notably their email address, is displayed in the Orders Mode of tsPortal. To send an email to a customer:
Find the order in Orders Mode
Locate the customer’s email address under the Bill to: section
Click the Email header/button adjacent to the email address
From the popup, click Compose to use the tsPortal composer
Compose the email in the Compose tab, using fixed and variable text with @ codes
Preview the email with the Preview tab
When ready click Send
Figure 1: Composing a customer email with two @codes
@codes in customer emails
Since customers relate to an order, the information available for email is therefore order specific. Subject level information is not available.
Code | Description |
|---|---|
@jobname | The job name |
@jobkey | The job key |
@orderkey | The order key |
@ordertotal | The order amount |
The customer’s email address | |
@customer | The customer’s name |
@customerfirst | The customer’s firstname |
@customerlast | The customer’s lastname |
@track(n) | The order tracking number where assigned |
Subject emails
Emails can be sent to the email address assigned to subjects in the email field of Details Mode. Unlike the customer emails described above, these emails can include a wealth of subject level information.
Subject emails are commonly used to send the subject key (access key).
The Email Field
tsPortal will look for email addresses in a ‘global;’ email field defined in tsAdmin.
The field must be called Email and be defined in *.*.* for all Seasons, Workspaces and Accounts.
To send an email to a subject:
Find the subject in Subjects Mode
Locate the subject’s email address
Click the Email header/button adjacent to the email address
From the popup, click Compose to use the tsPortal composer
Compose the email in the Compose tab, using fixed and variable text with @ codes
Preview the email with the Preview tab
When ready, click Send
Figure 2: Composing a subject email with four @codes
@codes in subject emails
The following @codes can be used in subject emails.
Code | Description |
|---|---|
@jobname | The job name |
@jobkey | The job key |
@subjectkey | The subject key |
@name | The subject’s name |
@firstname | The subject’s firstname |
@lastname | The subject’s lastname |
@ID | The subject’s ID |
@folder | The subject’s home folder |
@IOSLink | The link combining the photographer’s site and the subject’s key |
The IOS Link
In order for the link to be created, displayed and available for emails, the user will need to enter their IOS site’s name into tsPortal via File>Add Company.
FAQ
Can I personalize emails sent through tsPortal using Subject information?
Yes, emails can be personalized using specific @codes in the body of the email. Subject emails can include a wealth of subject-level information, unlike customer emails.
What are the prerequisites for sending emails with tsPortal?
tsPortal needs to be configured with SMTP credentials entered into the tsPortal Preferences.
Are HTML-formatted emails supported in tsPortal?
No, emails sent through tsPortal are simple text emails; HTML formatting is not possible.
Can I send attachments with emails in tsPortal?
No, attachments cannot be added to the emails sent through tsPortal.
How do I send an email to a customer using tsPortal?
Find the order in Orders Mode, locate the customer's email address, and use the tsPortal composer to send the email.
Can I send emails to subjects in tsPortal?
Yes, emails can be sent to subjects using the email address assigned in Details Mode.
Do I need to set up my IOS site name in tsPortal for email links?
Yes, you need to enter your IOS site’s name into tsPortal for the link to be created and displayed.