Email Template Fields Key

 

The following is a key to the fields that are available to use in email templates, broken down by template. In the email that's sent, WebAlliance will replace these placeholders with the actual data that the placeholder represents. The left column is the field name, and it will need to be entered just as it is in the template to function correctly.  The right column is a description of what the field will display.  The fields available for a particular template are already in the default template, but if you edit the templates and remove fields, and later decide you want to add them back in, you can use this key to see what's available.

Approval Order Decision

This is the email a user will receive to let them know whether their order has been approved or not.  This template will only be used if you have the Order Approvals optional module.

Field Description
[NAME] Name of the user who has requested the order approval.
[CARTNO] The cart number that requires the approval.
[DECISION] Whether the cart has been approved or rejected.
[DECISIONMAKER] The order approver for the order.
[DECISIONTIME] The time the order approver submitted their decision.
[INSTRUCTIONS] Instructions on how to proceed related to whether the order was approved or rejected.
[NOTES] Any notes the order approver has provided to the user, generally related to why a request was rejected.

Approval Pending Response

This is the email a user will receive when they request that an order be approved by one of their order approvers.  This template will only be used if you have the Order Approvals optional module.  

Field Description
[NAME] The name of the order approver that was selected for the order.
[CARTNO] The cart number that of the cart that requires approval.
[REQUESTOR] The user who requested the order approval.
[REQUESTTIME] The time at which the approval was requested.
[OTHERAPPROVERS] Lists all requested Order Approvers for the associated order.

Automation Job - Hung Order List

This is the email you will receive if you set up a Hung Order automated email job.  If an order meets the criteria for the job settings, you will receive this email to alert you that an order is hung up and not processing.

Field Description
[Cart Count] The number of carts that met the criteria you set for the job.
[CartDetails] The details of the carts that met the criteria for the job, to include the cart number, username, subtotal and status.
[custname] Your company name.
[GeneratedOn] The date and time the report was generated.

Automated Job - Order List

This is the email you will receive if you set up a Previous Day Orders automated email job.  This will generate a report that sends you the details on the previous day's orders.

Field Description
[CartDetails] The details of the carts that met the criteria for the job, to include the cart number, username, subtotal and status.
[custname] Your company name.
[GeneratedOn] The date and time the report was generated.

Automation Job - Unpurchased Cart Message

This is the email a user will receive if you set up an Abandoned Cart automated email job.  If a user's cart meets the criteria for the job settings, they will receive this email to remind them that they have an open cart.

Field Description
[FirstName] The cart user's first name.
[LastName] The cart user's last name.
[CartDateShort] The cart date in mm/dd/yyyy format.
[ItemDetails] The item number and description of the items that are in the open cart.

Import Notifications For Cart Imported With Errors

This is the email you will receive when a cart was imported, but there were some errors generated (credit status violations for instance).  Not all errors will prevent a cart from importing.

Note: this email goes only to the site Admin, *not* to the user who placed the order.

Field Description
[CARTNO] The cart number of the cart that was imported.
[ERPORDNO] The ERP order number for the cart that was imported.
[IMPORTTIME] When the cart was imported.
[STATUS] The cart status of the cart, which would generally be 'PROCESSED'.
[WARNINGINFO] Any errors that P21 reported on the order. 

Import Notification for Cart with Failure to Import

This is the email you will receive when a cart is submitted, but had errors that caused it to fail to import.

Note: this email goes only to the site Admin, *not* to the user who placed the order.

Field Description
[CARTNO] The cart number of the cart that failed to import.
[IMPORTTIME] The time at which the order attempted to import.
[STATUS] The status of the cart, for carts that failed to import, this would generally be 'ABORTED'.
[WARNINGINFO] The errors that P21 sent back for the order that prevented it from importing.

Import Notfication for Cart with No Error

This is the email you will receive when an order is imported with no errors.

Note: this email goes only to the site Admin, *not* to the user who placed the order.

Field Description
[CARTNO] The cart number of the cart that imported.
[ERPORDNO] The ERP order number of the cart that imported.
[IMPORTTIME] The time at which the order imported.
[STATUS] The status of the order, which in the case would generally be 'PROCESSED'.

Internal Notification email for new user registration

This is the email you will receive when a new user has registered on the site.

Field Description
[COMPANYNAME] Your company name.
[USERNAME] The name of the user who has registered for an account.
[CREATEDATE] The date the account was created.
[CREATIONINFO] This will provide basic instructions on what to do with the new user to complete the registration, based on how your site is set up.
[ADMINUSERLINK] The link that will allow a site Admin to go directly to the user's account to review their information.

Invoice Payment Online Receipt

This is the email users will receive when they make an invoice payment on the site.  This email template will not be used unless you have the Invoice Payments module.

Field Description
[PaymentID] The payment identification number of the invoice payment that was made.
[CustomerCode] The Customer Code of the customer who made the payment.
[PaymentDate] The date the payment was made.
[PaymentBy] The username of the person who made the payment.
[PaymentAmount] The amount that was paid towards the invoice.
[ServiceChargeAmount] The amount paid toward the Service Charge.
[TotalPaymentAmount] The total amount paid - PaymentAmount + ServiceChargeAmount.
[PaymentMethod] The method the invoice was paid with (credit card, eCheck, manual payment, etc.)
[PmtDetails] The invoice number with the amount of the payment.
[CustomerComment] Comments left by the customer on the Invoice Payment setup page. 

Marketing Request

This is the email that a user will receive when they request information from the site.

Field Description
[FIRSTNAME] The first name of the person requesting information.
[COMPANYNAME] The company name of the person requesting information.
[NAME] The full name of the person requesting information.
[ADDRESS1] Address line 1 for the person requesting the information.
[ADDRESS2] Address line 2 for the person requesting the information.
[CITY] The address city for the person requesting the information.
[STATE] The address state for the person requesting the information.
[ZIP] The address zipcode for the person requesting the information.

New Account Access Approved

This is the email users will receive when their registration for a new account has been approved.

Field Description
[NAME] The name of the person who requested the account.
[LOGINNAME] The login name of the person who requested the account.

New Account Requested Email

This is the email that users will receive when they register for a new account on the site.  The intention of this email is for the user to confirm their email address.

Field Description
[COMPANYNAME] Your company name.
[NAME] The full name of the person who requested an account.
[CONFIRMEMAILLINK] The link that the requestor must click to confirm their email.  Do NOT remove this, the user will not be able to complete their account registration without being able to confirm their email with this link.

New Account Signup

This is the email that users will receive after they have completed the creation of their account, but before it has been approved.

Field Description
[COMPANYNAME] The name of your company.
[USERNAME] The username of the user who created the account.

Password Changed

This is the email you will receive when a user's password has changed.

Field Description
[NAME] The name of the person who had a password change.

Password Reset Request

This is the first email a user receives when they request a password reset.  This email contains a link for them to click to securely enter a new password.

Field Description
[NAME] The name of the person who has requested a password reset.
[GUIDLINK] The link that the user must click in order to enter their new password and complete their password request.

Return Request Approved

This is the email that users will receive if their return request is approved.  This template will only be necessary if you have the Return Requests optional module.

Field Description
[REQUESTID] The return request ID number.
[P21RMANUMBER] The P21 RMA number.
[DECISIONBY] The person who approved the return request.
[ADMINCOMMENTS] Any comments that the person who reviewed the return request wants the requestor to see.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMERCOMMENTS] Any customer comments that were made related to the return requests.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Return Request Approved RMA Instructions

This is the email users will receive to provide them with instructions for returning the products once the return request is approved. This template will only be necessary if you have the Return Requests optional module.

Field Description
[COMPANYNAME] The name of your company.
[REQUESTID] The return request identification number.
[DECISIONBY] The person who reviewed the request and made the decision to approve or reject it.
[ADMINCOMMENTS] Any comments the approver entered for the requestor.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Return Request Completed

This is the final email a user will receive as a part of the return request process to let them know the request has been completed. This template will only be necessary if you have the Return Requests optional module.

Field Description
[COMPANYNAME] Your company name.
[REQUESTID] The return request identification number.
[P21RMANNUMBER] The P21 RMA number if you entered it in the Return Request admin.
[DECISIONBY] The return request identification number.
[ADMINCOMMENTS] Any comments the Admin left for the requestor to see.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMERCOMMENTS] Any comments the customer submitted with the request.
[WEBADDRESSHERE] Your website URL.
[RETURN EMAIL ADDRESS HERE] The email address that you designated for return request related email addresses to go to.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Return Request Declined

This is the email users will receive if their return request is declined.  This template will only be necessary if you have the Return Requests optional module.

Field Description
[COMPANYNAME] Your company name.
[REQUESTID] The return request identification number.
[DECISIONBY] The person who reviewed, and either approved or rejected the return request.
[ADMINCOMMENTS] Any comments the Admin left for the requestor to see.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMERCOMMENTS] Any comments the customer submitted with the request.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Return Request Pending Review Email

This email lets the user who submitted the request know that it is being reviewed. This template will only be necessary if you have the Return Requests optional module.

Field Description
[COMPANYNAME] Your company name.
[REQUESTID] The is the return request identification number.
[DECISIONBY] The person who reviewed, and either approved or rejected the return request.
[ADMINCOMMENTS] Any comments the Admin left for the requestor to see.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Return Request Received

This is the email users will receive to let them know their return request has been received.  This template will only be necessary if you have the Return Requests optional module.

Field Description
[REQUESTID] The is the return request identification number.
[CUSTCODE] The Customer Code of the user requesting the return.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMERCOMMENTS] Any comments the customer submitted with their request.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Return Request Shipment Received

This email lets the user know that you have received their returned items and that you are reviewing them.

Field Description
[COMPANYNAME] Your company name.
[REQUESTID] This is the return request identification number.
[DECISIONBY] The person who reviewed, and either approved or rejected the return request.
[ADMINCOMMENTS] Any comments the Admin left for the requestor to see.
[RECEIPT] A list of the items and their details for the items the user is requesting to return.
[CUSTOMEREMAIL] The email address of the customer requesting the return
[CUSTOMERNAME] The name of the customer requesting the return
[CUSTOMERCOMPANYNAME] The company name of the customer requesting the return
[CUSTOMERUSERNAME] The username of the customer requesting the return

Shopping Cart Receipt

This is the email that you and the user who placed an order will receive when an order has been submitted.

The Cart Receipt email template is set up a little differently than the other email templates.  It's intended to allow you to have a little more versatility in editing it.   The nomenclature for the fields will be a little different, but the same rule applies in that you will want to copy the field name in to the template exactly as it's shown here.

Field Description
UsersName The first and last name of the user placing the order.
cart.cart_head.ship_name The ship to name.
cart.cart_head.ship_address1 The ship to address line 1.
cart.cart_head.ship_address2 The ship to address line 2.
cart.cart_head.ship_city The ship to city.
cart.cart_head.ship_state_province The ship to state.
cart.cart_head.ship_post_code The ship to postal code.
cart.cart_head.ship_country The ship to country.
cart.CartHead.ShipPhone The ship to phone number (see below for further instructions) 
cart_head.po_number The purchase order number for the order.
cart_head.cust_code The Customer Code of the user who placed the order.
cart.cart_head.cart_no The cart number for the order.
cart.cart_head.total_amt The total dollar amount for the cart.
cart.cart_head.tax The amount of tax that was estimated for the cart.
cart.cart_head.close_date The date the cart was closed.
cart.cart_head.sub_total_amt The subtotal amount for the order.
CartLineCount The total number of lines on the cart
cart.cart_lines The list of items from the cart.
line.part_no The item code for an item.
line.part_desc The item description for an item.
line.line_total The price of a line item multiplied by the quantity ordered.
line.order_qty The quantity of the item that was ordered.
line.price The price for a single unit of the item.
line.note Line notes for an item that might have been ordered.
line.source_loc The source location for the item.
line.ship_loc The source location of the item.
line.purchase_uom The unit of measure the item was purchased in.
cart.web_discount The dollar amount being discounted if a web discount was applied to the cart.
cart.carthead.coupon_value The dollar amount that will be removed from the cart subtotal if a coupon was applied.
cart.carthead.coupon_code The coupon code of any coupons that were applied.
cart.CompanyName Please see the note below for further instructions.

The Company Name field is set up to have additional logic so that it can handle anonymous users as well. Effectively, if an anonymous user checks out, it will show their Bill To Name, and a regular customer will show the company's name. 

When adding this field to your email template, you can use the following snippet of HTML to clean up how this will look.

<div> {% if cart.IsAnonymous %} <strong>Bill To Name</strong> {% else %} <strong>Company Name</strong> {% endif %} {{cart.CompanyName}} </div>

The Ship to Phone Number field is required for anonymous checkout. To include this field on the Cart Receipt email template for those carts, use: 

{% if cart.IsAnonymous %} <div>{{cart.CartHead.ShipPhone}}</div> {% endif %}

Internal Hung Order Alert

This is the email you will receive if you are using the Hung Order Wizard from Automated Email Templates, when orders have aborted or are stuck in processing.

Field Description
[CARTNO] The cart number of the cart that hasn't processed.
[CARTDATE] The date the cart was submitted.
[CUSTOMER] The Customer Code associated with the cart that hasn't processed.

Quote Purchased

This is the email that will be received when a user submits a quote for purchase and you approve it.

Field Description
[QUOTENUMBER] The quote number of the quote that was converted to an order.
[APPROVALDATE] The date the purchase of the quote was approved.
[CUSTOMERPO] The purchase order number entered by the user for the quote.
[APPROVALUSER] The person who requested the quote.
[SPECIALINSTR] Any special instructions that were sent with the approval of the quote (shipping instructions, etc.)
[LOCATION] The Location ID of the user's Default Location from User Details.