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Send Weekly Order Email

Menu Location: Tools > Send Weekly Order Email

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Send Weekly Order Email tool sends the weekly order notification email to all active subscribers for a specific delivery week. This is typically automated but can be triggered manually when needed.

Primary Functions:

  • Send weekly order emails to subscribers
  • Preview email before sending
  • Select specific delivery week
  • View send status and recipient count
  • Resend to specific customers if needed

Page Layout

Header Section

  • Page title and description
  • Warning notice about manual sending

Week Selection

  • Dropdown to select delivery week
  • Week date display
  • Load week button

Email Preview

  • Subject line display
  • Email template preview
  • Variables preview (order details, customization deadline, etc.)
  • Send test email button

Send Controls

  • Recipient count display
  • Filter options (all subscribers, specific route, specific box type)
  • Confirm and Send button
  • Status indicator

Send Log

  • Timestamp of last send
  • Week sent for
  • Recipient count
  • Send duration
  • Sent by (admin user)
  • Status (Complete, In Progress, Failed)

Primary Features

Manual Email Triggering

Send weekly order emails manually when automatic sending fails or needs to be repeated for specific circumstances.

Week Selection

Choose which delivery week's order email to send, allowing for early notifications or resends.

Email Preview

Review email content before sending to ensure accuracy of order details, dates, and customizations.

Filtered Sending

Send to specific subsets of customers (by route, box type, or custom filter) rather than all subscribers.

Common Use Cases

Use Case 1: Resend Failed Weekly Email

Goal: Resend weekly email after automatic send failed

Steps:

  1. Navigate to Send Weekly Order Email
  2. Select delivery week from dropdown
  3. Click "Load Week"
  4. Review email preview
  5. Verify recipient count
  6. Click "Confirm and Send"
  7. Monitor send progress
  8. Verify completion

Use Case 2: Send Early Notification

Goal: Send weekly email earlier than scheduled

Steps:

  1. Select upcoming delivery week
  2. Load week details
  3. Preview email content
  4. Verify customization deadline is correct
  5. Select all recipients
  6. Send email
  7. Note early send in log

Reason: Give customers extra time for customizations during holidays or special circumstances.

Use Case 3: Send to Specific Route

Goal: Resend email to customers on one route after route changes

Steps:

  1. Select delivery week
  2. Load week
  3. Apply route filter
  4. Verify filtered recipient count
  5. Preview email
  6. Send to filtered recipients
  7. Verify send completion

Use Case 4: Test Email Before Automatic Send

Goal: Preview upcoming automated email

Steps:

  1. Select next week
  2. Load week
  3. Review email preview
  4. Check order details accuracy
  5. Send test email to yourself
  6. Verify test email appearance
  7. Make template adjustments if needed

Note: Don't click "Confirm and Send" if just testing

Use Case 5: Send Corrected Email

Goal: Resend after fixing order or template issue

Steps:

  1. Fix underlying issue (order details, template, etc.)
  2. Navigate to Send Weekly Order Email
  3. Select affected week
  4. Load and preview corrected email
  5. Send to all affected customers
  6. Document reason for resend

Troubleshooting

Send Button Not Working

Symptoms:

  • Click "Confirm and Send" but nothing happens
  • No confirmation message
  • Status doesn't change

Check:

  1. Verify week is loaded
  2. Check recipient count is > 0
  3. Verify you have Manager or higher access
  4. Check browser console for errors
  5. Refresh page and try again

No Recipients Showing

Symptoms:

  • Recipient count shows 0
  • No subscribers listed
  • Cannot send email

Investigation:

  1. Verify week has active orders
  2. Check selected week date
  3. Review filter settings
  4. Confirm subscribers exist for that week
  5. Check subscription status filters

Email Stuck Sending

Symptoms:

  • Status shows "In Progress" for extended time
  • Send doesn't complete
  • Progress bar frozen

Solutions:

  1. Wait 15-30 minutes (large batches take time)
  2. Check email queue status
  3. Review system logs for errors
  4. Contact administrator if >1 hour
  5. Don't click send again while in progress
  • Weekly Report - View order details for delivery week
  • Email Templates - Edit weekly order email template
  • Emails Sent - View sent email history
  • Email Pending - Monitor email queue status

Best Practices

Manual Sending

  1. Only use manual send when necessary
  2. Always preview email before sending
  3. Verify recipient count is expected
  4. Document reason for manual send
  5. Check automatic sending is working properly
  6. Don't send duplicate emails unnecessarily

Email Accuracy

  1. Review order details in preview
  2. Verify customization deadline date
  3. Check delivery date is correct
  4. Ensure template variables populate correctly
  5. Send test email to yourself first
  6. Verify links work in test email

Timing

  1. Send weekly emails 3-5 days before delivery
  2. Don't send too early (order details may change)
  3. Don't send too late (customers need time to customize)
  4. Consider time zones for send time
  5. Avoid sending during overnight hours

Communication

  1. Inform team before manual send
  2. Document reason in send log
  3. Monitor customer responses after send
  4. Track any issues reported by customers
  5. Follow up if send issues occur

Quick Reference Card

Task Action/Location
Select week Use week dropdown, click Load
Preview email View Email Preview section after loading
Send test Click "Send Test Email" button
Check recipients View recipient count in Send Controls
Filter recipients Use filter options before sending
Send email Click "Confirm and Send" button
View send history Scroll to Send Log section
Cancel sending Contact administrator immediately

FAQs

When should I manually send weekly emails?

Manual sending should only be used when automatic sending fails, needs to be rescheduled, or needs to go to a specific subset of customers. Automatic sending is preferred for normal operations.

Can I cancel an email after clicking send?

No, once sending begins it cannot be cancelled. The send process happens quickly (usually within minutes). Be certain before clicking "Confirm and Send".

How long does sending take?

Sending time depends on recipient count. Expect 1-2 seconds per email. 1,000 emails takes approximately 15-20 minutes.

Can customers receive duplicate weekly emails?

Yes, if you manually send and automatic sending also runs, customers will receive duplicates. Coordinate with your team and check automatic sending schedule before manual sending.

What if I send the wrong week's email?

Contact affected customers immediately to clarify. Send correct week's email if needed. Consider sending a correction email through Email Templates with explanation.

How do I know if automatic sending is working?

Check Send Log for recent automatic sends. Review Weekly Report to verify emails sent. Set up monitoring to alert if automatic send fails.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.