Email workflow

Use email workflows to automatically notify your customers about your galleries. Let them know when the gallery is online, when they have added images to their wish list but not yet ordered, or when the end date of the gallery is approaching. Keep your customers up to date and remind them by email not to forget their favourite images — so they take the opportunity to buy your photos.

Use an e-mail workflow template

To create a new email workflow, open the Email workflow within the Sales Panel. A template is available for you to use. Clicking on it will display the emails within that workflow.

To create a new workflow using this as a template, click on the Duplicate button in the right column. You’ll then need to give the duplicate a new title and click on Continue. A copy of the template, including the emails, will then appear in the Email Workflow menu, where you can edit the email to suit your needs.

Create an e-mail workflow

To create a new workflow, click the Add button from the Email Workflow menu and enter a Title for your new email workflow, which will only be visible to you. When you are finished, click Continue. A new blank Email Workflow menu will appear. A column on the right displays information about the last save date and functions such as Delete and Rename.

Create an Email inside a workflow

Once in an email workflow, click on Add to create and configure your email.

Trigger: Choose what event will trigger the email. Options are:

• Added to wish list: An email will be sent based on the configured rules when a client adds images to their wish list.
• Photo shoot date: Emails are sent according to the photo shoot date and the rules and days set.
• Start selling date: Emails are sent based on the gallery’s start selling date.
• End selling date: Emails will be sent based on the gallery’s end selling date.
• After registration: An email will be sent immediately after the customer has registered. (it depends on how you configure it)
• After an order: Emails will be triggered when an order is placed according to the rule and days set.
• Added a product to the shopping basket: Emails will be triggered when a product is added to the shopping basket, according to the defined rules and days set.
• Promotion expires: Email will be sent based on the expiry date of the promotion.

Rule: Decide when to send the email in relation to the trigger. You can choose from Instant, Days before or Days after.
Days: Specify the number of days that the rule will apply. For example, if the trigger is Start Selling, the rule is Days after and you enter 3 days, the email will be sent 3 days after the start of the sale.
Send time: Specify the sending time of the email.

Filter receiver: Here you can choose between:

• All to send the email to all your customers regardless of their order.
• Ordered to send the email only to customers who have placed an order.
• Not Ordered to send the email to customers who haven’t placed an order yet.

Subject: Enter the subject of your email.
Message: Create the body of your email. You can customize the text style, add paragraphs, links and images as required.
Send test e-mail: Before finalizing, send a test email to check the look and feel and make any necessary adjustments to ensure the result meets your expectations.

Once configured, click Save. Your new email will appear in the email workflow menu you have created, showing the main rules for a quick overview. You can add as many emails as you need.

If you need to make changes to the email, click the wrench icon to open the Edit Email menu. From here you can also delete the email by clicking the bin button in the top right-hand corner.

Use email workflow

To activate an email workflow in a Gallery or QR Gallery, go to the Galleries menu and access the Gallery Settings of the desired Gallery.

Within the Gallery Settings, locate and select your preferred workflow from the Email Workflow box. Click Save to save your changes. Once configured, clients who register for your gallery will automatically receive the template email from the selected workflow.

Add emails to an active workflow

You can add emails to an active workflow. However, these emails will not be sent retrospectively. They will only be used for future events. For example, if a gallery is still online for 10 days, and you set an email to go out 7 days before the sale ends, it will be sent as scheduled if it is created before the 7-day mark. However, if you add the email 5 days before the sale ends, it will not be sent.

New user registrations after workflow has started

When an email workflow is active and a new customer registers for a gallery, they will only receive emails from that point forward. Retroactive emails will not be sent. For example, if a gallery has been online and a customer registers after the workflow has started, they will not receive notifications about past events, such as when images were published. However, if the workflow includes an email to be sent 7 days before the sale ends and the customer registers before that 7 day mark, they will receive that email as scheduled.