The Email Settings page allows you to standardise the communication that goes out to your suppliers when you place an order. By setting up dynamic templates here, you can automate your purchase order emails, ensuring they always look professional and include the correct reference numbers.

To access these configurations, navigate to Settings in the main top menu, then select Email settings from the left-hand sidebar.

At the top of the page, you will find the CC address(es) field.

Here, you can set the email accounts that will be automatically copied (CC'd) on every single purchase order email sent from the system. You can add as many email addresses as you'd like (e.g., your warehouse manager, your finance department, and a general purchasing inbox).

Simply type the email address and hit Enter to lock it in as a blue tag.

The lower half of the page is dedicated to building the actual message your supplier is going to see.

Important Note: Email templates are prioritised by the system. A specific Supplier Email Template (set on the supplier's own page) has the highest priority. If one does not exist, it falls back to the User Email Template, and finally to this General Email Template.

Optiply supports multi-language templates. Use the Language dropdown to select the language you want to write a template for (e.g., English, Dutch, German). Once you have written your preferred default template, make sure to toggle Set [Language] as my default template language to "On".

Use the From* dropdown to select which email address the supplier will see as the sender. You can choose the system Default (usually a no-reply address), or select a specific user's email address from the list of registered users.

The message can be whatever you like! However, to ensure automation works perfectly, you must use Dynamic Tags (the words wrapped in double curly brackets {{ }}). When the email is sent, Optiply will automatically replace these tags with the live data for that specific order.

We highly recommend keeping the Order ID and Company Name in the subject for better tracking!

Here are two standard examples you can copy and paste:

If your default template is set to English, but you have a German supplier, you can create a specific German template here in the global settings. Then, ensure that the supplier's individual profile is set to receive emails in German. The system will automatically pull the correct language template!