Dropship Order Email Notification
Automatically generate and send dropship order emails for selected Linnworks orders, assign orders to a defined folder, and route emails to configured recipients based on item rules.
Dropship order processing can require manual communication with suppliers or internal teams, especially when order item details and customer delivery information need to be sent by email. The Dropship Order Email Notification macro helps automate this process by creating a formatted email from selected Linnworks orders and sending it to the correct configured recipient.
This macro checks each selected order, builds an email containing the order number, item details, and delivery address, assigns the order to a defined Linnworks folder, and sends the email using configured SMTP email settings. The macro can route emails differently based on item category and SKU matching rules.
With this automated approach, your team can reduce manual email creation, keep dropship communication consistent, and ensure selected orders are grouped into the correct folder for review.
Send structured dropship order emails automatically using selected Linnworks order data.
Configure the Macro
Once the app is installed, you need to create a macro configuration so the system knows which macro to run when the rule is triggered.
This setup can be adjusted anytime based on your operational requirements.
Note: SMTP server details, sender details, recipient email addresses, folder name, category checks, and SKU routing logic are currently defined inside the macro code. They are not entered as configurable parameters in the Macro Configuration screen.
Steps to Configure
Go to Apps > Macro Configuration and click + Add new configuration.
Select the DropshipOrderEmailNotificat macro and click Create Configuration
This creates a new configuration where the selected order IDs are passed to the macro when it runs from the rule.
In the Macro Configuration screen, add the configuration name.
Example configuration name:
Dropship Order Email Notification
This macro does not require additional user-entered parameter values. The OrderIds value is provided automatically by the selected orders or rule context.
Make sure to enable the macro to continue with the Rule Engine configuration.
Note: If the macro is not enabled, it will not appear in the Action value list when setting up the rule.
Go to Orders > Rules engine and click + Add new rule.
Key Benefits
Enter the rule name and click Create.\
Click Add new, select Condition, set the condition as required, and save it.
Example condition:
Order is received
You can adjust the condition based on when the dropship email should be created and sent.
Add the macro action and click Save.
In the Add action window, enter the Action name, for example:
DropshipOrderEmailNotification
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Set Action type to:
Execute a macro -
In Action value, select:
GenericDropshipEmail -
Click Save
Note: If the macro is not enabled, it will not appear in the Action value list when setting up the rule.
Review the saved rule setup.
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Verify the condition and action are connected correctly
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Confirm the action value is set to
GenericDropshipEmail -
Click Save in the bottom-right corner to save the rule
Dropship emails often need to include order item details, delivery address information, and routing logic for different suppliers or internal teams. This macro helps reduce manual communication by building and sending the email automatically.
Reduce Manual Email Creation
Eliminates the need to manually copy order item and address details into an email.
Send Structured Order Details
Builds an HTML email containing order number, item quantities, SKUs, titles, and customer delivery address.
Assign Orders to Folder
Creates the defined order folder if needed and assigns processed orders to that folder.
Route Emails by Rules
Uses configured category and SKU rules to decide which recipient should receive the email.
Save Operational Time
Allows teams to trigger supplier-style emails for multiple selected orders in one macro run.
Use Configured SMTP Settings
Sends the email through the SMTP settings defined in the macro code.
How It Works
The macro checks each selected order, builds a dropship order email, assigns the order to a defined folder, and sends the email through configured SMTP settings.
Step 1
The macro starts execution and writes Macro started to the log.
Step 2
It loops through each order ID provided in the OrderIds parameter.
Step 3
For each selected order, the macro retrieves the full order details from Linnworks.
Step 4
The macro creates an email subject using the Linnworks order number.
Step 5
It starts building an HTML email body with an order request message and the Linnworks order number.
Step 6
The macro loops through the order items and adds item quantity, SKU, and title details to the email body.
Step 7
It checks each item category and SKU against the routing rules defined in the macro code.
Step 8
The macro creates the defined Linnworks order folder if it does not already exist.
Step 9
The selected order is assigned to the defined order folder.
Step 10
The macro adds delivery address details to the email body, including customer name, company, address lines, town, region, postcode, phone number, and email address.
Step 11
The macro selects the email recipient based on the configured category and SKU routing logic.
Step 12
The macro sends the email through the configured SMTP email settings.
Step 13
The macro logs the email send response, errors, and completion status.
Usage of App
This macro is designed to send dropship order emails automatically once it is configured and triggered from the Rule Engine. It is useful when selected orders need to be emailed to suppliers or internal processing teams.
OrderIds
Defines the Linnworks order IDs that should be processed. Only these selected orders are used to create dropship emails.
Order Source Check
The macro reads the order source and applies category/SKU checks when the source is not the configured direct source.
Item Details
The macro includes each order item quantity, SKU, and item title in the email body.
Delivery Address
The macro adds the customer delivery address and contact details to the email body.
Order Folder Assignment
The macro creates the defined folder if it does not exist and assigns the processed order to that folder.
Email Routing
The macro sends emails to configured recipient addresses based on category and SKU matching rules.
SMTP Email Settings
The macro uses SMTP settings defined inside the macro code to send the email.
Execution Logging
The macro records the start, folder setup, email send response, errors, and completion using the macro logger.
Key Points to Remember
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The macro processes only the order IDs provided in OrderIds
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The macro builds an HTML email for each selected order
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The email includes order number, item information, and delivery address details
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The macro assigns processed orders to a defined Linnworks folder
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The folder is created automatically if it does not already exist
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Recipient routing is based on category and SKU rules inside the macro code
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The SMTP server, sender, recipient, and password values are hardcoded in the macro code
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The macro does not expose configurable parameters in the Macro Configuration screen
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Email credentials should not be displayed in public documentation
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The macro sends one email per selected order when the order qualifies for processing
Once the macro is running, it helps automate dropship order communication and keeps processed orders grouped in a defined folder.
What You Can Expect
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Selected orders are checked automatically
The macro reviews each order passed into the OrderIds parameter -
Dropship emails are generated
The macro builds a formatted email containing item and customer delivery details -
Orders are assigned to a folder
The macro creates and assigns the order to the defined folder when processing occurs -
Emails are routed by rules
The recipient is selected using the configured category and SKU logic -
Emails are sent through SMTP
The macro sends the message using the configured SMTP settings -
Execution is logged
The macro records send results, errors, and completion messages
Overall Impact
This macro reduces manual dropship email creation, keeps order communication consistent, and helps route selected orders to the correct recipient based on configured rules.
What To Do After the Macro Runs
After the macro has completed, review the macro logs and confirm that the email was sent successfully and the order was assigned to the defined folder.
Steps to Follow
Step 1
Open Linnworks and locate the orders included in the OrderIds parameter.
Step 2
Confirm that the selected orders contain the expected item details and delivery address information.
Step 3
Run the macro through the configured Rule Engine action.
Step 4
Review the macro logs to confirm that the macro completed and the email send response was recorded.
Step 5
Check that the selected order was assigned to the defined Linnworks folder.
Step 6
Confirm that the recipient received the dropship order email.
Step 7
Continue with normal supplier follow-up, fulfilment review, or dispatch processing.
Why This Matters
Automating dropship email notifications helps:
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Reduce manual email preparation
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Avoid missing order item or address details
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Keep dropship communication consistent
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Route emails to the correct configured recipient
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Group processed orders into a defined folder
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Improve visibility for supplier or internal processing workflows
Best Practices
To get the most value from this macro, confirm SMTP settings and routing rules before enabling it for live orders.
Recommended Guidelines
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Keep SMTP details secure
Do not expose usernames, passwords, server details, or recipient addresses in public documentation -
Validate recipient routing
Confirm that category and SKU rules send emails to the correct configured recipient -
Review email body format
Make sure the generated email contains all supplier or internal team requirements -
Check address quality
Ensure customer delivery address and contact details are complete before the email is sent -
Test with sample orders
Run the macro on test orders before enabling it for live workflows -
Review folder setup
Confirm that the defined folder name is correct and suitable for the workflow -
Check logs after execution
Review logs to confirm whether the email was sent successfully or failed
Secure email configuration and accurate routing rules are important because the macro sends order and customer delivery information by email.
Example Scenario
To better understand how this works, here’s a simple example:
Selected order:
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Order number =
100001 -
Item 1 =
2 x SKU-001 Example Sink -
Item 2 =
1 x SKU-002 Example Tap -
Delivery address = Customer name, address lines, postcode, phone number, and email address
Macro result:
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The macro builds an email subject such as
100001 - Stock Order -
The email body includes the order item list and delivery address
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The order is assigned to the defined folder
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The macro sends the email to the configured recipient
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The email send result is logged
What This Means
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Dropship order details are sent without manually copying order data
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The processed order is grouped into the defined folder
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Recipients receive a structured email containing the required order information
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Your team can review macro logs to confirm successful sending
Final Summary
The Dropship Order Email Notification macro helps selected Linnworks orders generate and send structured dropship emails automatically.
By building the email from order item and delivery address data, assigning orders to a defined folder, and routing emails through configured SMTP settings, this macro reduces manual communication work and supports more consistent dropship order processing.