eTicket - Timed admission confirmation

The following email uses a sales order query to automatically send eTickets for timed-ticketed programs purchased through online sales, daily sales, and advanced sales. This email is sent immediately after purchase.

Queryless process

Step 1: Access the Email Designer

Navigate to and open the Social Good application.
Go to the Email Designer section.

Step 2: Select a Template

Click on the + Add email button.
Navigate to Templates.
Choose the eTicket - Timed admission confirmation template.

Step 3: Configure Email Settings

Edit and configure the following details for your email:

Name

Subject line

From name

From address

Domain (Confirm the correct domain)

Frequency (Confirm the frequency needed)

Step 4: Select Programs and Finalize

Click on and select any amount of the required program names.
Click on Create Email to complete the process.

Step 5: Write the email

Based on the email type, you’ll see we’ve pre-formatted a basic email design and provided sample text content based on the purpose of the email. We’ve also added field descriptor titles, field names, and a default grid if applicable.

Design your email

Click on the “Designer” tab at the top right to start working with your email content.

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If you added different or additional fields to your Altru query output, you can find those field names on the left side of the Designer tab for your email.

Edit template content

Click on the header image block at the top of the email.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.
Click on any “Text” block to edit text.

tips_and_updates

Additional formatting tools are available when you click on a block. The design articles can be found in Designer features.

Add your content

Write your paragraphs one at a time.
Drag and drop the “Text” block into your email to add a new paragraph.

article

All headings must be in a separate “Text” block.

Add photo

Drag and drop the “Image” block.
Double-click the empty image.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.

Save email

Click on the save icon in the bottom right.

Step 6: Settings

Verify your settings

Click on “Settings”.
Verify “Digital membership card” is enabled.
Click on “Grid” gear for settings.
Verify the grid block is set for digital membership cards.
Add a “Membership” tag to the email settings
Click on “Save settings”.

Step 7: Test the email

Lookup membership to test

Find a membership in your Altru query from the “Preview results” tab.
Write down the email address.

Preview email content

Click on the “Preview” tab in your email template.
Enter the email address from your test membership into the “Search”.
Click on that email address to open and view.
Verify the fields correctly mapped to your test membership.
Click on the membership card link(s) if applicable.
Verify membership card details are accurate, if applicable.

Send test email

Click on “Send email”.
Replace email address with your email address.
Click on “Send email”.

Verify you received email

Open your email inbox.
Verify you received the email.
Verify the membership card links work, if applicable.

Verify email was attached to Altru

Search for test membership in Altru by email address.
Click on membership name to open membership details.
Scroll to the “Documentation” section at the bottom.
Verify the note is attached.

Remove the note type

Click on the dropdown to open the note.
Click on “Delete”.
Click on “Yes” for the confirmation dialog.

Step 8: Enable email

Enable email

Open your email in Email Designer.
Click on “Settings”.
Enable the “Start sending emails?” option.
Click on “Save settings”.

Manual process

Step 1: Create the query

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When you create the note type, name it “eTicket email”. The note type will be used in the query and in Email Designer settings, so it is important it has this name. If you have already created this note type, you can skip the steps to create a new note type.

Create note type

Login to Altru.
Click on “Administration”.
Click on “Code Tables”.
Click on “Filters”.
Click the drop-down next to “Category”.
Select “Ticketing”.
Click on the “Apply” button.
Click on “Sales Order Note Type”.
Click on “Add”.
Enter the email name in the “Description”.
Click on “Ok”.

Information Library

Click on “Analysis” in Altru.
Click on “Information Library”.
Click on “Add an ad-hoc” query.
Click on “Sales Orders” query type.
Click on “OK”.

Include records where:

Transaction date is on or after yesterday

and Sales Order Item\Sales Order Item Ticket\Program Events\Name is one of SELECT_YOUR_VALUES_HERE

and Refunds\System record ID is blank

and Notes\Type is not one of SELECT_TYPE_HERE or is blank

Results fields to display:

Transaction date

Lookup ID

Constituent\First name

Email Address\Email address

Sales Order Item\Sales Order Item Ticket\Program Events\Name

Sales Order Item\Sales Order Item Ticket\Program Events\Start date

Sales Order Item\Sales Order Item Ticket\Program Events\Start time

Sales Order Item\Sales Order Item Ticket\Program Events\End time

Sales Order Item\Quantity

Sales Order Item\Net amount

Sales Order Payment\Revenue\Payment method

Sales Order Payment\Amount

Sales Order record

Sort results by:

System record ID

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When you create your query, use the “Not one of” operator and make sure you select the checkbox for the note type restriction “Only return records that do not match any of the selected values”.

Save the query

Click on the "Preview results".
Verify that the number of rows/records is less than 15k.
Click on the "Set save options".
Name your query with “- SGS” at the end (Example: eTicket confirmation email - SGS).
On the bottom right, click on "Save and close".

Export the query

Click on the "Get OData link".
Copy the OData link to use in the next step.

Step 2: Create the email

Follow these steps:

Click on the “+ Add Odata Links” button.
Paste the Odata link from Altru.
Click on the “Next” button.
Once the link is validated.
Click on the “Add link” button.
Select System record id with “System record ID”.
Select grouping with “System record ID”.
Enable grouped fields from the list:
“Sales Order Item\Sales Order Item Ticket\Program Events\Name”
“Sales Order Item\Sales Order Item Ticket\Program Events\Start date”
“Sales Order Item\Sales Order Item Ticket\Program Events\Start time”
“Sales Order Item\Sales Order Item Ticket\Program Events\End time”
“Sales Order Item\Quantity”
“Sales Order Item\Net amount”
Set sending frequency to "Immediately"
Select note type based on the query.
Click on the “Save settings” button.

Step 3: Write the email

Design your email

Click on the “Designer” tab at the top right to start working with your email content.

tips_and_updates

If you added different or additional fields to your Altru query output, you can find those field names on the left side of the Designer tab for your email.

Edit template content

Click on the header image block at the top of the email.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.
Click on any “Text” block to edit text.

tips_and_updates

Additional formatting tools are available when you click on a block. The design articles can be found in Designer features.

Add your content

Write your paragraphs one at a time.
Drag and drop the “Text” block into your email to add a new paragraph.

article

All headings must be in a separate “Text” block.

Add photo

Drag and drop the “Image” block.
Double-click the empty image.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.

Save email

Click on the save icon in the bottom right.

Step 4: Settings

Verify your settings

Click on “Settings”.
Enable “Automatically generate eTicket numbers”.
Enable “Automatically attach eTicket PDF”.
Select your ticket design using the dropdown.
Add an “eTicket” tag to the email settings
Click on “Save settings”.

Step 5: Test the email

Lookup sales order to test

Find a sales order in your Altru query from the “Preview results” tab.
Write down the order number and email address.

Preview email content

Click on the “Preview” tab in your email.
Enter the email address from your test sales order into the “Search”.
Click on that email address to open and view.
Verify the fields correctly mapped to your test sales order.
Click “Preview tickets” in the upper-right.
Verify the tickets are correct.

Send test email

Click on “Send email”.
Replace address with your email address.
Click on “Send email”.

Verify you received email

Open your email inbox.
Verify you received the email.
Verify the tickets are attached.

Verify note is attached to sales order

Click on “Sales” in Altru.
Click on “Order Search”.
Clear previous search results.
Enter the order number for your test order without the “8-” prefix.
Click on the order row.
Click on “Documentation”.
Verify the note type is correct based on the query.
Click on the dropdown to open the note.
Verify the email content is attached.

Remove the note type

Click on the dropdown to open the note.
Click on “Delete”.
Click on “Yes” for the confirmation dialog.

Step 6: Enable email

Enable email

Open your email in Email Designer.
Click on “Settings”.
Enable the “Start sending emails?” option.
Click on “Save settings”.

You can find step-by-step instructions to create each of these email templates by viewing the Membership emails and Ticket emails sections.

Step 7: Maintenance

Verify emails are sending

Click on “Activity”.
Click on the calendar icon in the top left.
Select a date.
Verify emails are in the activity.
Click on an email address to view the email sent.

Monitor and track

Click on “Email Designer” in the left navigation.
Select your email.
Click on “Analytics”.
Click on the calendar icon.
Select a date.
Review: “Sent”, “Bounced”, “Clicked”, “Opened”.

Review activity

Continue to monitor the “Activity” tab for emails sent.

Disable the email for maintenance

Click on “Settings”.
Disable “Start sending emails?”.
Click on “Save settings”.

Clone an email template

If you need to create multiple emails of the same type, you can save time by cloning your email.

warning

You can ONLY clone emails that use the same query type (sales order, membership, or group sales order). If you clone an email that does not use the same query type, the cloned email will not operate correctly.

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You must create a new Altru query for each clone.

Follow these steps to clone an existing email:

In Email Designer, open the email you want to clone.
Click on “Settings”.
Click the clone button.
Enter “Clone Name” and click “Clone Template”.
Open your new cloned email.
Add the OData link for your new Altru query.
Set frequency as needed.
Confirm “Email type” is the same as the original email.
Confirm “Recipient email address” using the dropdown list.
Set “Note Type” to match the original email.
Set “System record ID” to “System record ID”.
Confirm “From address” and change if needed.
Confirm “From name” and change if needed.
Confirm “Reply to address” and change if needed.
Confirm “Subject line” and change if needed.
Set “Grouping key” to “System record ID”.
Set “Grouped fields”.
Load default for grid.
Click on “Save settings”.

Additional Email Designer support articles can be found at our Knowledge base.