Admin Portal

The 'home page' of the Administration Section of Order History Software. This screen gives important information concerning new orders, totals, news and system information.

• Total Orders
  Give the total number of orders per month for the past 12 months. Click on a month name to view orders for that month
• Reports
  View a variety of reports including best selling items, best customers, sales graph etc.
  
• Latest Orders
  Shows the latest 10 orders in the system (by order date and not date imported)
• Status and Folders
  Immediately view all orders in a certain folder or of a certain status by selecting the drop-down and clicking 'View Orders'
  
• Latest News
  A linked page to media mount's system news page. If important update information or announcements are made it will be shown here. To view latest news click the 'Show Latest News' link.
  
• System Information
  This information shows:
  
  - Software Version: current version of the system. Ensure it's the same as the version shown on the latest news section
  - MMCustomerID: your media mount unique customer id
  - Server Protocol: either a secure (HTTPS) or non-secure (HTTP) connection
  
• Alerts
  A red bar at the top of the screen will show any orders which failed to import correctly, warnings regarding changing passwords and alerts as to when the current license will expire

License

The license screen will inform you of your current system license type, date started, date to expire and if it is currently active.

Also, you will have a limited amount of data that can be held or transferred (depending on license) including emails, files that are uploaded and total orders held. The coloured bars will show clearly when you are close to capacity - simply click the re-order link to be taken to Order History Software site to order extra space if required or to update your license.

Upgrading From Earlier Versions of Order History Software (version 2.x)

Please follow this link for instructions on how to upgrade and import information from previous versions of Order History Software (version 2.x) to this one (version 3.x)

Backup

You can export one or more system database tables in one of two formats:

1. XML - saves each table in their own table node with rows of data and corresponding fields (showing field name, value and data type number)
2. CSV - saves the table as spreadsheet/database type format with one header row naming the database fields and each row showing the value of the data

By selecting the create files option the file will be created and saved to the system's file upload area ready to be downloaded otherwise the file will open automatically in a new window.

Export Search Results and Orders

An export facility is available for search results and for an order page enabling you to create e.g. a spreadsheet (CSV) file for a group of customers that match certain criteria.

Note: row and column delimiters are for CSV files only. If left blank then the default new line feed will be used for rows and a tab will be used for the columns.

Logout

Logout of the system when finished. Your session will last at least three hours before auto-logging you out.

Installation

IMPORTANT! Follow these steps when setting-up the system for the first time:

Mal's E-Commerce Setup

1. Login to Mal's E-Commerce Admin area (www.mals-e.com)
2. Click on 'Cart Set-up' then 'Remote HTTP Link'
3. Copy and paste the following into the URL text box on the Remote HTTP Link page:

   www.orderhistorysoftware.com/orderhistory/ohy/import_mals.asp

4. Select 'POST' from the drop-down menu underneath the text box and press 'Update Record'
5. You can then logout of Mal's E-Commerce Admin section
   

Paypal Setup

To integrate PayPal Orders with Order History Software:

1) Login to PayPal.com. Go to 'My Account' > 'Profile' > 'Website Payment Preferences'
2) Turn Auto-Return to On
3) Enter your website address in the Return URL: text box. NOTE: this will be replaced by Mals own cart link so really the address can be anything
4) Click 'Save' at the bottom of the page

You can then logout of PayPal if you wish

5) Login to Mals (www.mals-e.com/admin) and go to 'Cart Setup' > '(Payments) PayPal'
6) Create a PayPal record here if you have not already done so
7) In the PayPal Responses table select the third option

"return the customer back to the cart. See the notes below... "

8) Click 'Setup' at the bottom of the screen

Order History Admin Setup

You will need to setup your Order History Software system next. Visit the setup screen and enter your details including folders, status, logins etc.

Customer Order History Pages

To add the functionality to your site to enable customers to view their order history online view the Customer Login Form help screen.

Customers

Each customer within the system is uniquely identified by their email address (the primary key). When imported, the system will automatically generate a password so the customer can login with their email address and password to view their order status, history etc.

Along with a main customer record (which shows information for the very first order they made or any alterations you have made to the record) each order record also has customer details showing invoice/billing and shipping/delivery details. This information will over-ride the main customer record and can be edited on a per order basis.

If the main customer record details differ from the order details information then this will be alerted in the order details screen to let you know that something is different to prevent possible fraud.

Note: if a customer gives a different email address when ordering in the future then a new customer record will be created. To prevent this from happening manually change the existing customer record email address to the new one. All previous orders will update to the new email address and still be associated with that customer.

Setup

This screen enables you to setup the system default information including;

• Email Templates
• Order Status
• Staff
• External Pages
• Order Auto Bounce
• Folders
• Logins
• Shopping Carts
• Upload Files/Attachments

Note: only logins with sufficient permissions have access to this screen (Power Users and Admin)

Folders

Folders allow you to organise your orders into logical divisions.

When your account is created a default folder called 'New Orders' is created and all orders imported into the system will be automatically assigned to that folder. You can change this default folder in the Folder Edit screen.

You can add as many folders as you wish, however sub-folders do not exist.

If you delete a folder you have the option to move all existing orders within that folder to another folder or to delete all associated orders.

Note: it is advised that before folders are deleted that a backup of the system database should be made

Order Status

You can use a status to update your customers as to their current order status e.g. has it been dispatched, cancelled, pending etc.

When your account is created a default status called 'Pending' is created and all orders imported into the system will be automatically assigned that status. You can change this default status in the Status Edit screen. Four other status records will also be added: Processing, Dispatched, Cancelled and Returned. You may delete one or all of these before importing orders.

You can add as many status records as you wish and each status can be color co-ordinated to help idenfity e.g. problem orders or orders which have been posted.

If you delete a status you have the option to update all existing orders with that status to a different status or to delete all associated orders.

Note: it is advised that before status records are deleted that a backup of the system database should be made

Staff

You can assign staff members to orders to track order details more easily.

When your account is created a default example staff member is created called 'Jonathan' and all orders imported into the system will be automatically assigned that staff member unless edited.

You can add as many staff records as you wish.

If you delete a staff record you have the option to update all existing orders with that staff member to a different staff member or to delete all associated orders.

Note: it is advised that before staff records are deleted that a backup of the system database should be made

Shopping Carts

Click on 'Setup > Shopping Carts'. At least 4 carts will be listed. Check the box for Order History Version 3 and your shopping cart software. If you have used the previous version of the Order History software then select Order History Version 2 as well.

Enter your unique ID for each software package e.g. for Mals E-Commerce A382238 and Order History Version 2 would be the same A382238. The Order History Version 3 will be your MMCustomerID e.g. 1234567965

Click 'Update' to save the changes.

Further shopping carts may be integrated into the system at a later date.

Logins

You can assign staff members a login for the Administration area. Each login can have certain access privileges e.g. those with lower access rights cannot add or delete folders.

When your account is created a default login called 'admin' is created with a default password of 'password'. This login cannot be deleted but it is strongly advised to change the password immediately and all the default passwords for each login. This login has full control over the system.

There are three main types of logins:

1. Admin (Security Level of 1) - has access to complete system
2. Power User (Security Level of 3) - has access to most areas of the system but not e.g. logins
3. Users (Security Level of 5) - has access to limited information e.g. orders and customers.

These three users are added when your account is first created but you may change them or delete them (except admin) and add further logins if you wish.

Note: it is advised that before login records are deleted that a backup of the system database should be made

Email Templates

An email template enables you to send customers emails with predefined information included e.g. an email stating the order is now shipped and the tracking number is XSD45464435 and it should be arriving by 29th June.

Default Customer Email

This is the auto-selected email that will be emailed to new customers with their login information when they make their first order. Ensure you select a meaningful template to be sent and not e.g. Your order has been cancelled!

• Add Email Template
• Edit Email Template

Email Templates > New Email Template

The table below shows each email template input name, a note if applicable and an example:

Email Templates > Edit Email Template

The table below shows each email template input name, a note if applicable and an example:

When your account is created a Customer Password email template will be added to the system. This is the default email for new customers to be emailed their login information. You may then edit this template and create one of your own.

Delete Email Template

To delete a template check the 'Confirm deletion by checking box' and click the 'Delete' button'

Order Auto Bounce

When an order is imported into the system it can trigger the data to be sent to another web page or script. Use the order bounce screen to enter one or more URLs for the system to 'bounce' the data to. This process could be used to e.g. update a stock system.

Examples of URLs:

http://www.wxyz.com/stockscript.cgi
http://www.anotherone.com/scripts/emailreceipt.php?referrer=orderhistory

Note: this feature is for advanced users and should not point back to the Order History Software pages.

External Pages

When a customer logs in to view their order history and status you can alter the look of those pages to fit your site style e.g. colours, images etc. Also, you can add and edit stationery pages (e.g. package slips) and host them on your own web site.

At least three files need to be located on your web server in the same folder as indicated by the URL.

1. ohy.css - the stylesheet for the page. Alter colours, fonts, sizes etc
2. pageheader.htm - content at the top of the page. Can include any HTML therefore images, tables, flash etc. can be included
3. pagefooter.htm - as header but at bottom of screen
4. order_details.htm (optional) - this page is the template order details page that the customer sees. You can customise it or change it entirely

Examples of URL/Web Address:

http://www.wxyz.com/ohy/

Examples of the files are included when your account is created.

Upload Files/Attachments

You have a limited amount of file space to hold e.g. your email attachment files, import files etc. Files can be uploaded to the system from your computer on this screen and a list of your current files are shown indicating the file name, file type and file size.

Also, your total maximum allocated file space is shown with the amout used and the amount left.

Note: If your license type means that the system is located on your own web server ensure that the file is saved on your web sever in a directory with proper permissions that enable read/write access.

Only certain file types can be uploaded (depending on the system license).

• CSV (Comma Separated Values, like a database)
• XML (eXtensible Markup Language)
• TXT (text files)
• ZIP (compressed files)
• RAR (compressed files)
• JPG, JPEG (picture file)
• GIF (picture file)
• PDF (Adobe Acrobat file)

Note: import logs are also included in your space so to free up some space delete the log file as a new blank one will be created on the next import.

media mount cannot be held reponsible for files uploaded so do not upload any sensitive data like credit card information (delete all credit card details before uploading). Illegal files will be reported to the proper authorities

Email Customer Login Details

The system is set to automatically email a customer their login details the first time they order. To turn off this feature so they wont receive an email go to 'Setup' > 'Email Customer Login Details' and if you want the auto-email feature on ensure the box is checked or if not ensure the box is unchecked and click 'Update'

Search

The search screen enables you to search for orders and customers and then perform actions on a batch of them at once. The search is divided into side panels, filter search advanced search panel and results grid. To show or hide a panel click on the up/down symbol or the panel name.

• Basic Search (Top-right of screen)
  
  You can search for an order id or customer or shopping cart item. When searching the system will search for part or all of the search text and will search invoice and delivery name and company, email and Customer Admin ID, Order ID and Admin Reference and cart product details.
  
  
• Advanced Search Panel ('A' graphic, top-right of screen or search page)
  
  The advanced search panel will be visible when you click the A symbol and is divided into the following:
  
  - Order Date:
  
  The first text box can be used to enter the starting date e.g. 26 July 2007
  The list of symbols indicates the date range options:
  
  >= means more than or equal to the date
  > means more than that date
  <= means less than or equal to the date
  < means less than the date
  = that exact date
  
  If another date is added to the second textbox then the date range options are ignored and all orders between the two dates are shown
  
  - Status e.g. Pending
  - Folder e.g. New Orders
  - Payment method e.g. cash. Exact match only
  - Tracking Number e.g. 999 99999 9999 99 for UPS or Parcelforce. Exact match only
  - Shipping Zone e.g. Europe. Exact match only
  
  - Customer address: searches invoice and delivery address lines 1, 2 and 3. Will search for part or all of the search text
  - Town/City: search invoice and delivery city/town. Will search for part or all of the search text
  - County/State: search invoice and delivery county/state. Will search for part or all of the search text
  - Post Code/Zip: search invoice and delivery post code/zip. Will search for part or all of the search text
  - Trusted Customer: search if the customer is 'trusted' or not. Select 'Both' to ignore this search option
  - Newsletter?: whether the customer has opted into the newsletter
  
  
• Filter Results (Search screen)
  
  Order the results by order date (ascending and descending), total price and customer name.
  
  Filter the results by status and folder. E.g. to view all orders in 'New Orders' folder select 'New Orders' from the list, ensure no other options are selected and click 'Search'
  
  Select how many records you wish to display per page. The default is 30
  
  
• Results Grid (Search screen)
  
  The results grid by default shows the total number of records found including total pages of results and the following;
  
  - Order ID: click the Order ID to view full order details
  - Order Date
  - Invoice Name: click on the name to view and edit the customer record
  - Order Total
  - Shipping Value
  - Payment Method
  - Current Status of the order
  - Action: check the box before using the action panel
  
  To view the next set of search results click the Next link button or a page number.
  
  Note: The customer record MUST have an associated order record before an action can done or the order can be viewed. Customers without associated records can be searched but on a limited basis

Add New Order

Use this screen to enter order details manually. The fields in bold are required.

Firstly select an existing customer record and click 'Fill Details' to automatically add those details to this order (which you can then change) or else enter them here for the first time. Ensure that the email address is unique to that customer.

Fill in all the details that are applicable regarding the order. If there are more than five items in the cart add the first five then add the order then edit the order to add the extra items.

Import

This screen enables you to import customer, order and cart data into the system from a variety of sources and Shopping Carts.

All setup of Folders, Status, Staff etc. MUST be done before importing

Importing Data

(If not importing a data file go to Step 3)

1. There are two file types that the system will recognise - .csv (Comma Separated Value) and .xml (eXtensible Markup Language). Currently the system can import files from Mal's E-Commerce and Order History 2.
   
   A) Mals E-Commerce Shopping Cart Users - Batch CSV File Download
   
   - To download a data file from Mals Admin you MUST be a Premium member
   - Login to Mals Admin and under Premium Links click 'Batch Orders'
   - Check all the boxes you wish to export and then ensure the export options are the same as the image below
   
   
   
   Note: for non-Europeans PLEASE STILL CHECK the 'European date format DD-MM-YYYY' box, unless
   
   - Click 'Download' and save the file as malssales.csv to your computer
   - Upload this file to the system via the Upload screen
   
   Note: DO NOT UPLOAD CREDIT CARD INFORMATION (delete all credit card details before uploading). media mount cannot be held reponsible for files uploaded to its system
   
   B) Previous Order History - Download Past Orders
   
   - Login to mediamountsecure Order History Admin and click 'Download Past Orders'
   - Ensure the export options are the same as the image below
   
   
   
   - Click 'Download' and save the file as ohysales.csv to your computer
   - Upload this file to the system via the Upload screen
   
2. In the list of uploaded files on the Import screen select the file you wish to import (go to step 4)
   
3. If not importing a data file copy and paste the data sent to you from the Import Error email into the 'Paste data below' text area
   
4. By selecting to 'Ignore Duplicates' the system will ignore any orders that already exist in the system that are trying to be imported and move onto the next one if applicable.
   
5. If you select Email Customer(s) login details? as true then customers will automatically be sent their login details when imported, choose false and they wont.
   
6. Select your data source from the drop-down list and then click 'Import'

For each order imported the status of the import can be seen on the status bar at the bottom of the browser window

Import Error Email and Import Failures

When an order is not imported into the system then an email is sent to media mount informing them of the error and a log of the failed import/order kept. Any order import failures will be notified to you on the Admin home page - click the link, select the order to import (one at a time) and click 'Import Again'. If there are continual errors trying to import the data then please contact media mount.

Note: this will only occur if the system is sent the data in the first place i.e. if the order is sent from the shopping cart but for some reason is 'lost' on the way then the system will not know about it and can therefore not import it

When your account is created an example order will automatically be imported into the system for testing purposes. DO NOT DELETE this order until other orders have been added.

Import Log File

All orders that are imported into the system are recorded in a log file. The file is by default located in 'rooterfolder\dbase\MMCustomerID_importlog.txt'. This file can be downloaded at any time to be used as a backup reference for all incoming orders. Even if the import is unsuccessful the data is still recorded in this file.

Note: this file will hold a limit of 1mb of data then be automatically deleted and a new file created

Order Details

Each order contains a customer, cart items, order information (including current status, folder and staff member) and order status history if applicable. The Order screen enables you to view and edit each object using different tabs or all on one screen for ease of use.

• Order Details Tab
  
  Below is a breakdown of input fields, explanation if applicable and an example:
  
  

  Input Field	Note	Example
  Order ID	Unique reference (along with referrer cart and MMCustomerID) for the order	849846757
  Admin Reference	Internal order reference number if required	SDE7895657
  Order Date	Date of the order. Click the date picker image to select a different date if required or else type in a correct date	24 July 2005 11:41:00
  Current Status & New Status Note	A list of status records is shown with the current status selected if applicable. If you change the status then a record is added to the Status History table. You may also add a note with this e.g. change the status to Card Declined with a note to the customer to contact you as soon as possible.	Card Declined Contact us as soon as possible
  Folder	A list of folders is shown with the current folder selected if applicable	New Orders
  Staff Member	A list of staff members is shown with the current staff member dealing with the order selected if applicable	media mount
  Payment Method		Credit Card
  Customer Message	Message made by the customer when ordering	Please send this by 1st class post
  Extra Information #1, #2, #3	Extra information boxes to be used for whatever reason
  Admin Notes	General notes regarding the order for staff members only	Customer contacted via phone to query order status 21 July

  
  
• Cart Items Tab
  
  The Items tab is divided into two sections: the cart items and the totals.
  
  

  Input Field	Note	Example
  Product	Cart item name	Harry Potter and the Half Blood Prince Paperback Edition
  Price	Price of item (one unit)	8.95
  Units	Shipping units (if applicable)	2
  Stock Code	Examples: ISBN number, product id	HUW93838
  Qty	Quantity of cart item	2

  
  The totals include sub-total (cart items), voucher value, discount, shipping value, tax value and total.
  
  Tip: to auto-calculate sub-total and total click the calculator symbol beside each field
  
  
• Customer Tab
  
  The customer tab shows the invoice/billing and shipping/delivery details for that particular order. If these details are different to the main customer record e.g. a customer has ordered twice using different details each time then this will be highlighted in red alerting you to this.
  
  You can view and edit the main customer record by clicking the 'Update main customer record' link (which includes changing their password) or update the details for the specific order by clicking 'Update Order'.
  
  
• Status History Tab
  
  All changes to the order status are recorded here including the changed status, date updated and a corresponding note. Records may be edited or deleted here. To add a status note make a change to the current status on the Order tab and update the order.
  
  
• Shipping Tab
  
  Below is a breakdown of input fields, explanation if applicable and an example:
  
  

  Input Field	Note	Example
  Shipping Zone	Shipping zone of order if applicable	Europe
  Order Currency		$
  Voucher ID	If the the customer used a voucher while ordering this is the voucher reference	SUDFI89SD87FSD8F
  Session Data	Information taken from the cart ordering process. Can be used e.g. for an affiliate scheme
  Cart Referrer	Shopping cart id from where order was referred from	mals
  Tracking Number	Examples include courier reference number, UPS id	9999 9999 9999
  Tracking Notes	Notes to the customer regarding the tracking of their order	Estimated delivery 25th July

  
  
  You can also perform actions for the order (see Action Panel)

Actions Panel

When searching for orders/customers and editing order information the Action Panel will enable you to perform a set of activities relating to the order(s) selected.

Check the boxes beside the actions you wish to perform to view each action's options:

• Status - select a status from the list and enter a note if desired. The order(s) selected will be changed and a record added to its Status History
  
• Folder - select a folder from the list. The order(s) selected will be moved to that folder
  
• Email - email a customer using a template or new email
  
  1) Email Templates: select an email template from the list. This template's information will automatically be entered in the email fields beneath it. When sent the email's keywords e.g. {OrderDate} will be changed for each order
  
  2) Blank Email: create a new email for the order(s) customer(s). View the email editor by clicking Editor to assist when writing the message
  
  TIP! You can edit an email template by choosing it from the drop down list then click 'Edit'. In the new window make and save your changes and close the new window. In the Actions Panel click the '#' symbol to fill the email with the new template information.
  
  
• Delete - confirm you wish to delete the order(s) by checking the box. WARNING! WILL DELETE ORDER AND CART INFORMATION

Actions can be performed individually or simultaneously and for each order the action status can be seen on the status bar at the bottom of the browser window. In the search screen click the 'Action' check box beside each order you wish to action and the row will be highlighted.

Note: actions cannot be performed on customer records only in the search screen. The customer record MUST have an associated order record before an action can done

Stationery

For each order you can make your own stationery e.g. invoices, receipts, labels, package slips etc. After obtaining an Order History Software license you should have received several report templates.

Setup Stationery

1. On your own web server create a folder (preferably using FTP) called 'ohy' (without the ')
2. Edit each stationery template to suit your company's requirements
3. Upload the stationery template pages into this folder
4. In the Setup > External Pages screen enter the full address to this web page and save it e.g. http://www.mysite.com/ohy/

Using Stationery

1. Either in the Order Details screen or Search screen select the stationery page on the left panel and click the 'Go' button
2. The stationery page(s) will be displayed - print preview them to ensure all orders are selected (if applicable)
3. You can use the stationery wizard or direct page link via the 'Orders > Stationery' screen

Stationery Wizard

You can use the stationery wizard to help build the page you want to display.

• Web Address : Your main web address e.g. http://www.mediamount.co.uk/ohy/ (ensure it ends with a /)
• Stationery Folder: the folder on your site where the stationery files are kept e.g. stationery. Leave blank if your stationery files are located at the base URL
• Stationery Type: package slip, receipt and delivery label are the main stationery template pages but you can add your own into the Page Name box e.g. invoice
• Web Page Type : the file extension for the page e.g. .htm, .asp, .php etc.
• Cart Separator: used when utilising the {CartItem} keyword. It separates each product by whatever you wish e.g. <br /> is a line break

New Customer

You can insert a customer record manually (unless the email address already exists then the record will not be inserted). The only field that is mandatory is the email address but other fields which should include information are

• Invoice Name - name of the customer
• Invoice Town/City - location of the customer

Below is a breakdown of customer fields, explanation if applicable and an example

When your account is created an example customer will automatically be imported into the system for testing purposes.

Edit Customer

You can edit a customer via the order screen or customers screen (for the main customer record). The only field that is mandatory is the email address but other fields which should include information are

• Invoice Name - name of the customer
• Invoice Town/City - location of the customer

Below is a breakdown of customer fields, explanation if applicable and an example

Reports

Order History Software comes with several reports that can be modified to show specific date ranges.

• Best Customers
• Best Sellers
• Order Details
• Order Totals
• Sales Graph

Reports > Best Customers

This report screen shows the top 10 'best' customers on the system including the total number of orders and the total amount spent. However, it does not indicate status or folder.

Reports > Best Sellers

This report screen shows the top 10 'best' product items on the system including the total number of orders and the total amount spent. However, it does not indicate status or folder.

Reports > Order Details/Total Order Prices

This screen shows a maximum of 300 records of the total number of orders and the price*quantity of a given date range. Change the date range and click 'Filter' to view orders during that time.

Reports > Order Totals

This screen shows a maximum of 300 records of products ordered in a given date range for one or all status. Change the date range and status and click 'Filter' to view orders during that time.

Reports > Sales Graph

This screen shows a bar chart of total orders or total sales value in a given date range (default is 12 months). Change the date range and either sales value or number of sales and click 'Filter' to view orders during that time.

Email Archives

This screen lets you view all emails that have been sent from the system including the date sent, email address to, email address and name from, subject and email template (if used) and email size.

Date Filter

To filter the records by a date range select the start and end date by using the date selector or typing in a date and then click 'Filter'. All records are ordered by date sent descending by default.

Customer Email

Enter an email address and click 'Filter' to show all emails sent to that email address/customer for the given date period. Click 'All Dates' before clicking filter to see all emails sent to that address.

Full Email

To view the full contents of the email click the email subject. A new window will appear and includes the following information:

• Email Address To
• Email Address From
• From name
• Date Sent
• Subject
• Message
• Priority (low, normal or high)
• Content Type (text/plain or text/html)
• Attachment (location of attachment file)
• Template name used (if applicable)

Email Editor

Click the 'Editor' button on either the 'Action' panel or email template setup to view the Email Editor.

This editor will enable you to create HTML styled emails more easily and gives multi-style and format functions including font format, size, colour, background colour etc.

Note: depending on system set-up the copy/cut/paste functions may not work. Use other methods of copying/pasting data e.g. Ctrl C to copy and Ctrl V to paste (Windows users)

TIP: To switch between HTML and WYSIWYG (What You See Is What You Get) modes click the button

System Keywords

A list of keywords for order, customer and cart data is available to include within the email message. Simply select the keyword from the list at the top right of the screen and click 'Insert'. The keyword will be surrounded by curly brackets e.g. {InvoiceName} and be added to the end of the email. Simply move the keyword plus brackets to the desired position in the email. For a full list of email keywords click this link

When finished click the 'Save' button and you will be returned to the previous window the HTML code inserted in the email message

Keywords List

A list of keywords for order, customer and cart data is available to include within the email message. The keyword will be surrounded by curly brackets e.g. {InvoiceName}. A full list of keywords is shown below:

{AdminNotes}
{CartID}
{CartItems}
{CurrentStatus}
{CustomerEmail}
{Date}
{DeliveryAddress1}
{DeliveryAddress2}
{DeliveryAddress3}
{DeliveryCity}
{DeliveryCompany}
{DeliveryCountry}
{DeliveryFax}
{DeliveryMobile}
{DeliveryName}
{DeliveryState}
{DeliveryTel}
{DeliveryZip}
{Discount}
{ExtraInfo1}
{ExtraInfo2}
{ExtraInfo3}
{FolderID}
{InvoiceAddress1}
{InvoiceAddress2}
{InvoiceAddress3}
{InvoiceCity}
{InvoiceCompany}
{InvoiceCountry}
{InvoiceFax}
{InvoiceMobile}
{InvoiceName}
{InvoiceState}
{InvoiceTel}
{InvoiceZip}
{Message}
{OrderAdminID}
{OrderCurrency}
{OrderDate}
{OrderID}
{OrderTotal}
{PaymentMethod}
{Price}
{Product}
{Qty}
{SessionData}
{ShippingCalc}
{ShippingRealValue}
{ShippingValue}
{ShippingZone}
{StaffID}
{StockCode}
{SubTotal}
{TaxValue}
{Todays Time}
{TrackingNotes}
{TrackingNumber}
{Units}
{VoucherID}
{VoucherValue}


{CustomerInvoiceDetails} - Invoice details as one group
{CustomerDeliveryDetails} - Delivery details as one group
{ListCart} - Cart Details as one group
{ListStatusHistory} - Status History details as one group

Notes:

Todays Date creates the keyword {Date} and will be replace by the current date (GMT only) e.g. 22 June 2006. Todays Time creates the keyword {Time} and will display the current time (GMT only) e.g. 22:35

For stationery you can also use the following to display shopping cart values:

{ProductX}
{PriceX}
{UnitsX}
{StockCodeX}
{QtyX}

If you don't know how many items are in the cart then use the following:

{CartProduct}
{CartPrice}
{CartUnits}
{CartStockCode}
{CartQty}

These values will be replaced by all of the cart items. In the stationery Wizard you can break these values up by using the Cart Separator e.g. <br /> will create a line break

Note: change X to numer of cart items e.g. Product1 for the first item, Product2 for the second etc

Customer Order History

When your customer wishes to view their order status and history you can create a page or link from your website that displays that information.

Customer Login

A customer can login to the system using their email and password set-up initially on an Order Import or manually by Admin. The default page is called 'login.asp' and will take the customer to the 'Past/Current Orders' page either on your web server or media mount's server (depending on license type).

They will then be logged onto the system for a period of time and logged off after a period of inactivity. When logged off they need to login again to view order information.

The link to the login screen is

http://www.orderhistorysoftware.com/orderhistory/ohy/login.asp?MMCustomerID=123456789

(change 123456789 to your MMCustomerID)

HTML/Javascript Version: to enable you to keep the order status page totally on your webserver (if your license type system is not currently on your webserver) a HTML/Javascript login page called 'loginorder.htm' is available. The customer can enter their login details along with an OrderID and view the the 'Single Order' screen.

Customer Login Form

You can create a login form on your website that will let the customer directly access their Order History.

You can also add a password reminder feature within the form.

Password Reminder

If a customer forgets their password they can type in their username (email address) and click the "Forgot your password? Enter your email address above and click here to be emailed it" link. This will then forward them to the Forgot Password page and automatically email them their password.

You can customise the email message sent in the Login form:

Email Subject: The subject of your email e.g. Order History Password
<input name="Subject" type="hidden" value="Order History/Status Password Reminder">

Email Message: The main message of your email. Use the keywords {LoginUsername} and {LoginPassword} within your email. They will be replaced by the correct values
<input name="Message" type="hidden" value="You have requested a reminder of your login password for {LoginUsername}

Password = {LoginPassword}

Regards,

Order History Software">

From Email Address: The email sent from i.e. your email address
<input name="FromEmail" type="hidden" value="info@mysite.com">

From Name: The name of your company or email address e.g. My Company
<input name="FromName" type="hidden" value="Order History Software">

Note: if you don't have one or more of these fields then Order History will replace them with default text

Customer Past/Current Orders

This screen shows a customer their order details for a period of time, past 1 month, 1-3 months or 6+ months. By default this screen shows the following order information:

• Order ID
• Order Date
• Order Total
• Current Status
• Cart Items (Product and Quantity)
• Link to view full order information

The screen defaults to 30 orders per page and if more pages exist then a navigation bar will appear allowing them to scroll through their orders.

Note: This screen is not available on HTML/Javascript logins

Customer Single Order

This screen shows a customer the full details of a single order. There are x5 main panels of information, x4 of which may be hidden by clicking on the panel name.

1. Order Header
   
   Shows Order ID, Order Tracking Number and Current Status. Also prints the page if selected
   
2. Order Details
   
   Shows Order Date, Payment Method, Customer Message and Tracking Note
   
3. Invoice/Delivery Details
   
   Show full invoice and delivery (if available) information
   
4. Order Status History
   
   Shows each status, date and note for every status history record for this order
   
5. Cart Items
   
   Show cart (product, price, units, stock code and qty), voucher value, discount, shipping value, tax value, subtotal and total

HTML/Javascript Version: to enable you to keep the order status page totally on your webserver (if your license type system is not currently on your webserver) a HTML/Javascript is available. Two example pages exist to show order details but more may be added. 'order.htm' is the new version of the system single order screen and 'orderclassic.htm' is the previous version single order screen.

Open the pages and view how each order/customer/cart piece of data (variable) is entered on the page e.g. <script>document.writeln(OrderID);</script> Replace the OrderID with another variable and place it on the page wherever you wish.

Note: A full list of variables can be seen in this page

Customer Single Order Templates

You can now completely customise how the view order details page for a customer looks. Included in the set-up file is a slightly modified version of the default template (mentioned above). It is a basic HTML page with tables to align the data but you can alter this template or create a new one to display the order data to your customers. (To download the set-up files again click here)

Most order 'variables' or pieces of information can be entered in the template and will be automatically replaced with the correct information when shown to the customer. Blank variables will show nothing. To use a variable enclose it with curly brackets {VariableName}

e.g. {OrderID} could be replaced with 3434UHu38
e.g. {PaymentMethod} could be replaced with Paypal

Special Variables

There are a few special variables that you can use on this template page:

{CustomerInvoiceDetails} - shows an 'address block' of invoice information
{CustomerDeliveryDetails} - shows an 'address block' of delivery information
{ListCart} - shows contents of shopping cart
{ListStatusHistory} - shows list of status changes/history and relevant notes

Note: these special variables format currently cannot be amended

Note: A full list of variables can be seen in this page

For installation instructions please view the Customer Page Setup

Customer Page Setup

When a customer logs in to view their order history and status you can alter the look of those pages to fit your site style e.g. colours, images etc.

Three files need to be located on your web server in the same folder as indicated by the External Pages screen.

1. ohy.css - the stylesheet for the page. Alter colours, fonts, sizes etc
2. pageheader.htm - content at the top of the page. Can include any HTML therefore images, tables, flash etc. can be included
3. pagefooter.htm - as header but at bottom of screen

Another page called 'order_details.htm' can also be added and this will be the template for the order details screen.

Full Instructions

a) Open the attached zip/compressed file that were emailed to you and extract the contents to a folder on your computer. If you have lost that file then please email us to be resent it.
b) You will need access to your web server via FTP to make the most of the Order History system. If this is not possible then the pages cannot be customised.
c) Login to your web server and create a new folder called 'ohy' (without the '). You can call this folder whatever you wish but the documentation below uses this folder as a default
d) Open the 'pageheader.htm' and 'pagefooter.htm' files (preferably in a HTML editor) and edit them to match your website template. Also open the 'ohy.css' style sheet and change colours, fonts etc. to match your site. Save when done.
e) Upload all the extracted files and folders to the new 'ohy' folder
f) In the Order History admin area click 'Setup' > 'Customer Page URL' and enter the full URL/web address to your server and the new 'ohy' folder and click 'Update' e.g.

http://www.xyz.com/ohy/

g) That's it! The system will use the files on your server to display the customer's order history in the style that you have dictated.

Tip! To show or hide panels in the order details screen add the following code to the pagefooter.htm file

<script language="javascript">
SwitchMenu('OrderCustomer', 'OrderCustomerDiv');
SwitchMenu('OrderStatusHistory', 'OrderStatusHistoryDiv');
</script>

This will hide the customer invoice/delivery panel and show the order status panel (by default it is hidden). Here's a list of all the switches, just add them between the <script> tags

Note for Upgrades (Order History Software version 3.0 to 2nd May 2007):

Currently x2 files called pageheader.inc and pagefooter.inc should exist in the 'ohy' folder on your web server. Rename them both to .htm i.e. pageheader.htm instead of pageheader.inc and the customer order tracking pages will pick up the text from these pages.

HTML/Javascript Version Notes

Warning: because these pages use inline Javascript files a warning message may appear stating;

"To help protect your security, Internet Explorer has restricted this file from showing active content that could access your computer. Click here for options ..."

It must be made clear to your customers that allowing this content will in no way affect their computers.

To overcome the problem click the toolbar and select 'Allow blocked content' then 'Yes' on the alert screen.

Technical Information

Errors

The system will occasionally display an error message if something does not work correctly. Please find below a list of error numbers, descriptions and meanings with some possible explanations and workarounds.

Error Number: 3704
Error Description: Operation is not allowed when the object is closed.
Error Line: ADODB.Recordset

Possible Meaning: the link to the database is incorrect.
Possible Fix/Workaround: ensure that the connection string found in the /inc/inc_config.asp file called g_DbaseConnection is correct and points to a correct database path.

Server.MapPath() may also be used instead of an actual path to a database