Filemonk provides comprehensive options to send emails with download links to your customers efficiently. You can send emails for individual orders with custom email addresses, send bulk emails to multiple customers simultaneously, and track complete email delivery history to monitor customer engagement and troubleshoot delivery issues.

Send Emails for Individual Orders

Send emails with download links for individual orders while customizing recipient email addresses and saving them to customer profiles for future use. This feature provides flexibility when customers need downloads sent to different email addresses or when updating customer contact information.

Accessing Single Order Email Features

1. Navigate to Orders from the main Filemonk menu.
2. Click on any order number in the orders table to open the individual order details page
3. Click the Send email button located in the top-right corner of the order page to open the email sending modal

Sending the Email Process

Enter the customer’s email, verify it’s valid, and optionally check Save email to customer profile to update their record. Click Send email to deliver the download link; the modal will close and a success notification will appear.

Check this box to update the customer’s email in Shopify for the current order and their profile; the updated email will also be used automatically for all future orders, streamlining repeat purchases.

Send Emails to Multiple Orders in Bulk

Send emails with download links to multiple customers simultaneously using the bulk email functionality on the Orders page. This feature streamlines customer communication when you need to resend download links or notify multiple customers at once.

Selecting Orders for Bulk Email Operations

1. Navigate to Orders: Go to Orders in Filemonk and to select the orders.
2. Select Orders: Use the checkboxes next to individual orders, or click the top header checkbox to select all visible orders on the page.
3. Monitor selection count: The interface displays the number of selected orders (e.g., "3 selected" or "All selected" when all visible orders are chosen)
4. Access bulk actions: The "Send emails" button appears as a promoted bulk action in the table header when one or more orders are selected
5. Verify selection: Ensure you have selected the correct orders before proceeding, as the bulk email operation cannot be undone

Bulk Email Confirmation Process

Before sending, Filemonk shows a confirmation modal displaying the number of selected orders with a warning that the action cannot be undone. Click Send to proceed or Cancel to abort. A loading indicator appears on the Send button during processing.

Bulk Email Processing Workflow

• Backend processing: The system uses the Orders::NotifyWorker to process all selected orders asynchronously in the background
• Email delivery: Each selected order sends an email with download links to the customer's associated email address from the order data
• Automatic validation: Orders without valid email addresses are automatically skipped during the bulk send operation to prevent delivery failures
• Order refresh: After processing, the orders table automatically refreshes to show updated notification timestamps for successfully sent emails
• Selection clearing: The system automatically clears the order selection after successful bulk email processing
• Success notification: A confirmation toast message displays "Emails will be sent" immediately, followed by completion feedback showing how many emails were successfully delivered
• Error handling: Any failed email deliveries are logged and can be reviewed in individual order email history

Track Email History and Delivery Status

Monitor email delivery status and customer engagement through the comprehensive email history tracking feature available for each order. This functionality helps you troubleshoot delivery issues and understand customer interaction with your download emails.

Accessing Email History Information

1. Open order details: Navigate to any individual order page from the Orders section in filemonk.
2. Access more options: Click the More option dropdown button located in the top-right corner of the order page
3. View email history: Select See email history from the dropdown menu to open the email tracking modal

Email History Information Display

The Email History modal displays comprehensive tracking information for all emails sent for the specific order, organized in a chronological timeline format with clear visual indicators for each delivery status:

Email Delivery Timeline Tracking

Each email shows a delivery timeline with timestamps and status indicators:

• Recipient: Email address the message was sent to.
• Sent: ✓ Sent with timestamp when Filemonk sent the email.
• Delivered: ✓ Delivered with timestamp when it reached the inbox.
• Opened: ✓ Opened with timestamp when the customer opened the email.
• Link Clicked: ✓ Clicked with timestamp when the download link was clicked.

Email Delivery Problem Indicators

The email history tracks delivery problems with clear visual indicators using critical tone styling for immediate problem identification:

• Bounced emails: Displays "✕ Bounced" in red critical tone with timestamp when the email was rejected by the recipient's email server due to invalid addresses or server issues
• Rejected emails: Shows "✕ Rejected" in red critical tone with timestamp when the email was rejected during the sending process due to spam filters or server restrictions
• Spam complaints: Displays "✕ Complaint received" in red critical tone with timestamp when the customer marked the email as spam through their email provider

Email History Benefits and Use Cases

• Delivery troubleshooting: Quickly identify why customers may not have received their download links by checking for bounced, rejected, or undelivered emails
• Customer support verification: Provide concrete evidence of email delivery status when customers report missing emails, including exact timestamps for sent and delivered status
• Engagement analytics: Monitor customer interaction patterns with download emails through open and click tracking to understand customer behavior
• Delivery optimization: Identify recurring patterns in email delivery issues to improve email deliverability and reduce bounce rates
• Compliance tracking: Maintain detailed records of all email communications for audit purposes and customer service documentation
• Spam monitoring: Track complaint rates to ensure email sending practices comply with anti-spam regulations and maintain sender reputation

Email Templates and Customization

All emails sent, whether for individual orders or in bulk use the templates configured in Settings > Email. For complete customization, including fonts, logos, colors, and dynamic content using Liquid variables, refer to our detailed guide: Customize Email Template

Email Authentication and Delivery

• Custom domain setup: Configure custom email domains for professional sender addresses (requires DKIM authentication)
• DKIM authentication: Set up DomainKeys Identified Mail (DKIM) authentication to improve email deliverability and reduce spam filtering
• Email verification: Verify sender email addresses to ensure compliance with email service provider requirements
• Delivery validation: The system validates email settings and displays warnings for configuration issues that could affect delivery

Advanced Tips

• Email validation: Always verify email addresses before sending to reduce bounce rates and improve delivery success rates
• Bulk email timing: Use bulk email sending during business hours for better delivery rates and customer response engagement
• Email history monitoring: Regularly check email history for orders with delivery issues to proactively address customer concerns and improve satisfaction
• Customer profile updates: Use the "Save email to customer profile" feature to maintain accurate customer contact information for future orders
• Template testing: Test email templates with sample orders before sending to customers to ensure proper formatting and variable rendering
• DKIM setup: Configure DKIM authentication for custom domains to improve email deliverability and maintain sender reputation

Known Limitations

• Bulk email scope: Bulk email operations only affect orders visible on the current page, not all orders in your store
• Email delivery dependencies: Orders without customer email addresses cannot receive automatic notifications
• Tracking limitations: Email open and click tracking may not work if customers have email privacy features enabled
• Undo restrictions: Bulk email sending cannot be undone once confirmed, so always verify your selection before sending
• Custom domain requirements: Using custom email domains requires DKIM authentication setup to ensure proper email delivery
• Template variable limitations: Email templates use Liquid templating which requires specific syntax for dynamic content insertion

Troubleshooting

Common issues when sending emails with download links and their solutions to help you resolve problems quickly and maintain smooth customer communication.

FAQs

Common questions about sending emails with download links to help you understand the functionality and resolve typical concerns merchants have about email delivery and management.

Q: Can I send emails to multiple email addresses for the same order?

A: Yes, you can send multiple emails for the same order by using the Send email feature multiple times with different email addresses, allowing you to deliver download links to multiple recipients.

Q: How long does it take for emails to appear in the email history?

A: Email tracking data typically appears within a few minutes of sending, though delivery and engagement tracking may take longer depending on the recipient's email provider and their privacy settings.

Q: What happens if I send a bulk email to orders that already received emails?

A: Customers will receive duplicate emails since the system does not prevent sending multiple emails to the same order, so always review your selection carefully before confirming bulk email operations.

Q: Can I customize the email template before sending individual emails?

A: Email templates are configured globally in the Settings > Email section of Filemonk, and individual email sends use the templates configured there rather than allowing per-email customization.

Q: Why do some emails show as delivered but not opened in the email history?

A: Email open tracking requires the recipient to load images in their email client, and many email providers and users disable image loading for privacy, which prevents open tracking from registering.

Q: Can I see email history for deleted orders?

A: Email history is only available for orders that currently exist in your Filemonk account, as deleting an order also removes its associated email history and tracking data.

Q: Do I need special setup to use custom email domains for sending emails?

A: Yes, using custom email domains requires DKIM authentication setup through your domain provider to ensure proper email delivery and maintain sender reputation.

Q: What should I do if my bulk email selection shows the wrong number of orders?

A: Refresh the Orders page and reselect your desired orders, as the selection state may not have updated properly, then verify the count in the confirmation modal before sending.

Updated on: 21/08/2025