How to set up, assign and edit transactional emails

Transactional emails are called such because they are email templates which are assigned to a 'transaction'. A transaction is a customer action or event such as creating an order, subscribing to a newsletter or submitting an RMA request which triggers the transactional email to be sent. 

By default, Magento includes a set of responsive email templates which can be loaded, amended and reassigned. There is also an option to create emails completely from scratch. 

Once created, transactional emails can be assigned at a storeview level allowing for language or regionally specific differences to be realised and allowing for greater control over over customer communications.


How to assign transactional emails

  1. In System > Configuration > Sales Emails, you can see how each of the tabs within the Sales Emails section represents a customer action (e.g. Order, Order Comments, etc.). By expanding each of these sections, you can view the current transactional email assignment per storeview as well as email recipients to be BCC'd in on them - this is quite important for order management, so that you (or a member of your team) can be aware of orders being created, when they are created.
  2. In the 'template' dropdowns (specific to each of the customer actions, 'e.g. 'New Order Confirmation Template' or 'New Order Confirmation Template for Guests' you can see all the available templates which currently exist to be assigned for each action. You can reassign any templates or may perhaps decide you first want to create a new template or amend an existing template (see below). Once happy with the assignment, click Save.

How to load & amend a transactional email

  1. Navigate to System > Transactional Email, and it is on this screen that you can view all the 'loaded' template emails. I describe these template emails as 'loaded' because the templates exist in Magento by default anyways but can be 'loaded' onto the transactional email grid in the instance that you want to make amendments and save an edited copy of the one Magento creates by default.
  2. From the Sales Emails screen, you may have an idea of which transactional email you want to amend. If the email hasn't already then been loaded onto this screen, click '+Add New Template'.
  3. In the Template dropdown, select the template you would like to load and set the Locale that you want that template to be loaded in, then click Load Template.
  4. Once template is loaded, set a descriptive Template Name and make any amendments to the Template Subject or Template Content as you see fit (does require some basic knowledge of HTML). The Insert Variable button to insert Default or Custom Variables (more on that here).
  5. Once you believe you have made all the necessary amendments, a really handy feature here is the Preview button, which allows you to view the email template prior to saving. This way you can ensure the email template has been perfected before saving or without having to actually perform that customer action before seeing a copy. Once previewed and happy, click Save Template.



Update your store logo for transactional emails

By default, Magento has variables which exist in the template emails which are essentially reusable pieces of information so that you don't have to repetitively define the same elements over and over again. These default variables are pulled from various elements of the stores configuration (e.g Store Name, Store Address, Store Operating Hours etc). An important one here when considering the design of transactional emails is the store logo. To assign the store logo, follow steps below:

  1. Navigate to System > Configuration > Design > Transactional Emails, and upload your image using the Choose File beside the Logo Image field. You can also set the Image Alt label, and the Width & Height of how you would like the logo to be displayed.
  2. Once happy, click Save.
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