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Attach terms and conditions and cancellation policy to status mails

Questions:

  • How do I attach my GTCs and cancellation policy to status emails?
  • How can I keep my T&Cs and cancellation policy in sync?

Required permissions

  • TYRIOS CRM: User Management - editMailTemplates
  • TYRIOS Page: Content-Management - Create a new sub-page
  • TYRIOS Page: Content-Management - Edit

Description:

TYRIOS allows you to use TYRIOS page to automatically create PDFs from any CMS pages. This function helps you to automatically attach the terms and conditions, the cancellation policy, etc. to your status emails and keep them synchronised.

Solution:

Create PDF files

  1. Go to the Customer Area > Content Management > Manage Pages as a user with extended rights.
  2. Either create a new sub-page or edit an existing page.
  3. Go to Properties and activate the function "Automatically create PDF version in media library".
  4. Save the page

From now on, whenever you edit the page, a PDF version of the page is saved within the media library in the folder "CMS". The file name corresponds to the page ID + page name. If you have a multilingual system, a separate file is created for each language.

Attach PDF to status mails

  1. As a user with extended rights, go to the Customer Area > System > Manage Mail Templates.
  2. Select the appropriate status mail template ("Order status *). You can also attach the PDF to other mail templates such as invoice mails at any time. Click on "Edit template".
  3. Save the PDF as a mail attachment. You can save different PDFs for each language. You will find the created PDF in the media library under the folder "CMS". It is automatically synchronised.
  4. Save the template.

From now on, the general terms and conditions / cancellation policy will automatically be sent as an email.

Tips und Tricks:

You should pay particular attention to the status "In Processing: In Bearbeitung" (i.e. the confirmation of receipt) to ensure that the cancellation policy is sent. The general terms and conditions are also recommended here. When sending the status mail, TYRIOS automatically logs all attachments so that you can prove at any time that the legal text has been sent to the customer and that the customer has received it. This is particularly important in B2B sales, because it allows you to prove at any time that the customer has received the GTC and which version they have received.

To have an additional legal safeguard here, TYRIOS also logs the current version of the accepted legal texts in the order. So even if the customer has configured his e-mail system incorrectly and has therefore not received the general terms and conditions / cancellation policy, you can prove the accepted legal texts at any time.

Translated with www.DeepL.com/Translator (free version)

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