1. Implementation Guide
  2. Configuration and Administration
  3. Email Generation Setup

Email Generation Setup

Purpose: This topic describes the required and optional setup for generating email notifications through Order Administration.

Narvar integration: If you use the Narvar Integration, Narvar generates shipment confirmation emails to the customer based on an order request message sent through billing, and the shipment confirmation is not generated using the settings described here.

In this topic:

For more information: See Clearing the Cache for HTML Email Templates (CEML).

Email Properties

Purpose: Use Working with Admin Properties (CPRP) to set defaults for email generation within Order Administration.

Setting Description

CWEmailOutQueue Name

The output queue to use for emails. Output queues are displayed when you select the My Jobs option in Order Administration, where you can use them for filtering purposes.

The default output queue is EMAIL.

CWEMAIL_ TEMPLATE_ PATH

The location of the folder containing the template files used to generate HTML-based emails. An example location is /domain/conf/OMSFiles/EmailTemplates/, where domain is the installed location of Order Administration.

See HTML Format Notification Samples and Contents for more information. 

oms.email.support.to

The list of email addresses to receive the Support Notification email when a job is placed in MSG status because an error has occurred, or System Alert email for other errors such as inconsistent system control value setup across companies. Separate each email address with a semi-colon (;), such as: email1@add.com;email2@add.com.

Note:  You cannot enter an email distribution list in this field. However, you can use an email program, such as Microsoft Outlook®, to create rules to send emails to a distribution list.

See Order Administration Support Notifications for more information on error email processing.

Email Setup within Order Administration

Overview: The email setup within Order Administration includes:

Also, see System Control Values Related to Email Generation for information on related system control values.

Generate Notifications?

Order type: You can generate or suppress the automatic generation of emails based on order type. The Email notification setting for the order type controls whether to automatically generate any emails. If this flag is not selected, the system does not automatically generate any emails related to orders of this type.

If the Email notification flag for the order type is selected, you also have the option to control the automatic generation of specific notifications for that order type. The notification types you can control by order type are:

  • Backorder 1st Notice

  • Backorder 2nd Notice

  • Backorder Continue Notice

  • C/C Credit Acknowledgment

  • Order Cancel Confirmation

  • Order Confirmation

  • Order Line Cancel Confirmation

  • Return Confirmation

  • Soldout Confirmation

  • Shipment Confirmation

If the Email notification flag for the order type is selected, the system automatically generates the following notification types if the customer and order are otherwise eligible. These additional notification types are:

  • Credit Card Decline

  • Loyalty Activate Notice

  • Loyalty Deactivate Notice

  • Maintenance Failure

  • Membership Cancel Confirmation

  • Store Pickup Notification

  • Stored Value Card Notification

Note:

The Email notification flag does not apply to emails generated for quotes except for soldout notifications, because the system does not automatically generate any other emails for a quote until you accept the quote by changing it to a different order type.

For more information: See the Order Type Email Selection Screen for a discussion.

Email Text Templates

About text templates: Email notification text templates supply the boilerplate text to appear in the email. Each template provides a means to include text both above and below detail information included in the email notice, such as items on the order; however, some email types, such as the purchase order, do not include detail information, so you would not normally include the text below.

Setup options: You can set up email notification text at the company or entity level for most notifications. You can also set up email notification text at the order type and entity/order type level for the order, shipment, order cancellation, and order line cancellation notifications.

Hierarchy: The system uses the following hierarchy in selecting the boilerplate text to include in email notifications:

  1. Entity/Order Type: To set up boilerplate text at the entity/order type level, advance to the Entity Email Override by Order Type Screen and select the Create or Change for the email notification whose text you would like to edit. This option is available only for the order, shipment, order cancellation, or order line cancellation notifications.

  2. Entity: To set up boilerplate text at the entity level, advance to the Work with Entity Email Overrides Screen and select Change for the email notification whose text you would like to edit.

  3. Order Type: To set up boilerplate text at the order type level, advance to the Order Type Email Template Screen and select Change for the email notification whose text you would like to edit. This option is available only for the order, shipment, order cancellation, or order line cancellation notifications.

  4. Company: To set up boilerplate text at the company level, use Working with E-Mail Notification Templates (WEMT) and select Change for the email notification whose text you would like to edit.

Note:

The purchase order email and Oracle Retail Customer Engagement loyalty registration notification email do not have an order type, order type/entity or entity-level template, since these emails are not related to a specific order type or entity.

The system treats the text template entries at each level as a separate unit, and does not combine entries if you leave any text fields blank. For example, if you enter just the lines above the item fields in the entity template, but the company template also includes the lines below, the email includes just the entity-level text and does not include any text below the items.

“From” Email Alias

You can define the alias to display with the “from” address for emails, for example, My Email Alias <no-reply@omni.retail.oraclecloud.com>. The actual “from” address is set by Oracle and cannot be changed. The system uses the following hierarchy in selecting the “from” email alias:

  1. Order Type/Entity: If a From email alias is specified at the Create Entity Order Type Template Screen (WENT) or Change Entity Order Type Template Screen (WENT), use this alias; otherwise,

  2. Entity: If a From email alias is specified here for the email notification type, use this address; otherwise,

  3. Company: If a From email alias is specified at the Change Company Screen (WCMP), use this address; otherwise,

  4. Do not use an email alias

You can enter an email alias in upper and lower case.

Not included in the CWEmailOut message: The “from” email address is not included in the Outbound Email XML Message (CWEmailOut).

For more information see the Order Administration Web Services Guide on My Oracle Support (ID 2953017.1)

HTML Email or Outbound Email XML Message?

XML only? Some of the screens you use to set up Email Text Templates also include the XML only? flag. This flag indicates whether to generate HTML-formatted emails or generic XML messages that you can route to a secondary email formatting utility.

Note:

HTML formatting and generic XML messages are not available for the loyalty activation/deactivation, cancellation failure, or purchase order emails. These emails are sent as plain text.

Hierarchy: The system determines whether to generate an HTML email or the Outbound Email XML Message (CWEmailOut) by checking the XML only? flag using the hierarchy described above under Email Text Templates.

For more information see the Order Administration Web Services Guide on My Oracle Support (ID 2953017.1)

If the XML only? flag is selected for the template text selected through the hierarchy, the system generates the Outbound Email XML Message (CWEmailOut); otherwise, if this flag is not selected, the system generates the email in HTML format.

If no template text: If you have not set up template text at any of the levels listed above under Email Text Templates, the system checks the setting of the XML only? flag associated with the “from” email address for a notification type:

  1. Entity/Order Type: If a From email address is specified at the Create Entity Order Type Template Screen for the email notification type in the related order type and entity, use the related setting of the XML only? flag; otherwise,

  2. Entity: If a From email address is specified at the Change Email Override Screen for the email notification type in the related entity, use the related setting of the XML only? flag; otherwise,

  3. The system uses the XML only? setting for the blank email template at the company level. Since you cannot set the XML only? flag for this template without entering text, the flag is normally unselected, so the system does not generate the Outbound Email XML Message (CWEmailOut). For more information see the Order Administration Web Services Guide on My Oracle Support (ID 2953017.1)

HTML Email Template Setup

For notifications available in HTML format, you need to define an HTML template to control the appearance of the email as well as the template text described under Email Text Templates. Setup includes:

For more information: For more information on creating custom HTML email templates, contact your Order Administration representative.

System Control Values Related to Email Generation

Purpose: The system control values available to configure email notice generation are summarized below. See the description of each system control value for details.

Print programs for each email notification type:

Additional system control values related to email generation: 

Note:

The Print Credit Card Credit Acknowledgments (C35) system control value does not control whether to email credit card credit acknowledgments. The system checks this value only if the customer would not receive an email notification.

Emails Troubleshooting

Problem Possible Explanation or Solution

The system is not generating any emails.

  • The server might be blocking emails. Ask your system administrator if the virus scanner is currently blocking port 25, as this block can prevent emails from being distributed.

  • Check your “Junk” email folder to make sure that the system is not flagging the email as junk.

  • To send emails, the Order Administration application server must be set up as an email server.

  • Use the Testing Email Generation (UEML) menu option to generate a test email.

  • The Outbound XML version for the EMAIL_OUT process needs to be set to the highest available version to generate certain emails (backorder, soldout, stored value card, quote confirmation), because the system uses the CWEmailOut message to generate HTML email notifications, and these notification types require information that was added to the CWEmailOut message in later versions.

  • Confirm that the email configuration described under Email Generation Setup has been completed.

  • Confirm that the Email notification flag for the order type is selected and that the Send email flag at the Order Type Email Selection Screen is also selected.

  • Confirm that the XML only? flag for the email text template is not selected; if it is, the system generates the Outbound Email XML Message (CWEmailOut) rather than the actual email. See HTML Email or Outbound Email XML Message?

  • For more information see the Order Administration Web Services Guide on My Oracle Support (ID 2953017.1)

You have replaced an HTML email template with new content or appearance, but Order Administration is still generating emails using the old HTML template

Use Clearing the Cache for HTML Email Templates (CEML) to update the HTML template in the cache.