When sending an email from EvolutionX you can configure a BCC (blind carbon copy) to be sent to a Branch email address. This means that you, the distributor, can receive a copy of the email that is sent to the customer.
The content of this article includes:
How EvolutionX uses BCC by Default in New Order Templates
when using the default templates in EvolutionX you will see that your order templates already include a BCC to the "Store Default Orders Branch — Orders Email". Here is a reminder of what they do:
New Order — an order confirmation email is sent to the customer when a delivery order is placed. This is at the thank you page or after the order has been approved by any approvers. By default the template will BCC the Store Default Orders Branch using the Branch Orders email address. A PDF is attached with the order or you can remove the PDF attachment using this article.
New Pickup Order — an order confirmation email is sent to the customer when a pickup order is placed (will call order). This is at the thank you page or after the order has been approved by any approvers. By default the template will BCC the Store Default Orders Branch using the Branch Orders email address. A PDF is attached with the order or you can remove the PDF attachment using this article.
Dealer New Pickup Order — a distributor specific email is sent to the Branch that has been assigned to the order (read more about how this happens below). EvolutionX does not send this email to anyone else by default because the New Pickup Order already has a BCC to the Store Default Orders Branch (as described above).
Store Setup for Order Emails
Let's start with the basic store setup and check that the store default Orders Branch is setup correctly. This is your main branch for order processing but we'll see later in the article that we can also customize which branch is copied on an email if needed.
Add all of your Branches in the store settings and set the Branch Orders Email to the email address to receive order confirmation emails. Find the list of Branch emails in Admin → Settings → Site Profile → Edit the Branch → Emails
While you're here, set your Pickup Notification Email address for each branch too. This is where your Dealer new Order Pickup email will be sent if you're using pickup/will call orders. You can leave it blank if you are not.
Set the Store Default Order Branch in Admin → Settings → Site Profile → Orders → Default Orders Branch.
Note: This is the branch that is used for guest orders placed on the storefront and for any emails where the BCC has been set to Store Default Orders Branch.
Customizing Email Templates to BCC the Branch
Each email template can be customized and this includes if the branch gets a copy using BCC (blind carbon copy).
Click to edit any email template and you will see a section called Branch Email Addresses under the Bcc: field. Any selection on the right side is selected and will be included as a BCC when the email is sent with this template.
Branch Email Address Values Explained
The values you can select from are in up to three groups as follows:
Store Default Orders Branch — this is the branch that is set in your store settings as found here.
Branch assigned to the Order — this is the branch that is assigned when the order is placed. The branch assignment rule is described below.
Note that this grouping will only appear on templates related to orders.
Customer Branch — this is the branch that is assigned to the customer associated with the email.
Note that if an email has no customer branch assigned or the customer is a guest, EvolutionX will use the Store Default Orders Branch instead.
Within each of the above groupings there are six email values available to use. To edit these email values you will find them in the Admin → Settings → Branches → Edit a Branch → Emails section for each branch. Here are the list of branch email values and how they are used:
Sales Email — the default BCC to the branch on the New Order (Delivery) and New Order (Pickup)
Returns Email
Info Email
Accounts Email
Pickup Email
How a branch is assigned to the order
The first rule that applies will determine the Branch assigned to an order when the order is placed or approved:
a Pickup / Will Call order will be set with the branch the customer selected as the pickup location.
a Delivery order will be set with the branch of the current logged in Customer Account if available.
an Order Branch will be set as the Store Default Orders Branch if not set by another rule.
You can see which branch has been assigned to an order by openning the order in the Admin, the branch is displayed first in the order details page.
Examples of how to setup Email Templates for Common Use Cases
You may want to change the default behaviour for an email template. Let's consider the following examples and show you how they can be configured.
1. Example: All web orders are managed by a central office.
All web orders are managed by a central office and they should receive a copy of all order confirmation emails sent. Pickup / will call orders (optional) will also be notified to the pickup branch that was chosen by the customer.
This example is the default behaviour of EvolutionX order email templates. Here is how to confirm that configuration is correct:
Search for New Order (Delivery) Email Template in Admin → Email → Templates and click on it.
Check that it reads:
BCC to branches: Store Default Orders Branch — Orders Email
If not set correctly you can click Edit use the BCC Setup Steps below to change it.
Search for New Order (Pickup) Email Template in Admin → Email → Templates and click on it.
Check that it reads:
BCC to branches: Store Default Orders Branch — Orders Email
If not set correctly you can click Edit use the BCC Setup Steps below to change it.
Note that the Dealer New Pickup Order template does not require a BCC. It will be sent using the pickup notification email address of the branch assigned to the order as the "TO:" address. The Store Default Orders Branch will receive a copy of the New Order (Pickup) email as a BCC above.
2. Example: Web orders are managed by each branch office and not centrally.
In this example we will configure the templates so that when a delivery or pickup order is placed by an account customer, a copy of the order confirmation email will be sent to the Branch assigned with that customer account. A notification of pickup / will call orders will also be notified to the pickup email address of the branch that was chosen by the customer.
Search for New Order (Delivery) Email Template in Admin → Email → Templates and click on it.
Click edit and remove the existing Branch email (on the right) and replace it with the value that reads Branch assigned to the order — Orders Email. Then click save after setting any other fields required.
After save the template now shows the branch value like this:
BCC to branches: Branch assigned to the order — Orders Email
Search for New Order (Pickup) Email Template in Admin → Email → Templates and click on it.
Click edit and remove the existing Branch email (on the right) and replace it with the value that reads Branch assigned to the order — Orders Email. Then click save after setting any other fields required.
After save the template now shows the branch value like this:
BCC to branches: Branch assigned to the order — Orders Email
Note that the Dealer New Pickup Order template does not require a BCC. It will be sent using the pickup notification email address of the branch assigned to the order as the "TO:" address. The Store Default Orders Branch will receive a copy of the New Order (Pickup) email as a BCC above.