Case study · 2026
Transactional Email Management System
Once the portal knew what could ship, the next problem was explaining it clearly to customers.
- Shopify App
- HTML / CSS
- Node.js
- ZeptoMail
- Discipline
- Order communication · Email automation · Internal tooling
- Year
- 2026
- Engagement
- Fixed scope
- Status
- Live
01Context
- Send order emails directly from the operational portal.
- Allow the team to create and edit its own HTML templates.
- Support individual, bulk, customer, and internal recipients.
Weldaad's custom order dashboard could distinguish in-stock, pre-order, and unavailable products. Customer communication, however, still lived outside that workflow.
The business wanted tailored order confirmations and future payment/backorder emails that reflected the same stock information visible internally.
HeapByte built an email module directly into the order application rather than forcing employees to reconstruct order information manually.
02What was in the way
- 01
Editable but dynamic
Templates needed customer control while safely exposing structured order placeholders.
- 02
Product-level content
Pre-order dates, product images, line values, and availability groups had to render from live order data.
- 03
Email infrastructure
Reliable transactional sending required SMTP/domain configuration outside the Shopify application itself.
03Architecture
What we built, and what we deliberately left alone.
- 01
Template engine
Administrators can create multiple HTML/CSS templates using defined order placeholders.
- 02
Order activity log
Sent-email history and internal notes remain attached to each order.
- 03
SMTP abstraction
Sending is separated from order logic so infrastructure can be changed without rebuilding templates.
Delivery
- Template engine
- Dynamic placeholders
- Sending workflows
- SMTP integration
- Testing & refinements
04Outcome
- Templates
- Unlimited
- Bulk sending
- Multi-order
- Recipients
- 3 modes
- Order history
- Logged
Administrators can create additional email formats
Selected customers can receive messages in one action
Customer, custom/internal, or both
Previous sends remain visible inside the portal
05Engineering notes
- Placeholder engine
- Template variables expose order totals, customer details, availability groups, product lines, dates, and images.
- Bulk operation
- Selected orders can trigger the same template while retaining customer-specific data.
- Recipient override
- A custom address allows employees to test templates or forward operational emails internally.
- Data caching
- Order caching reduced dependency on slow Exact calls during email composition.
What we took from it
- 01Communication works best when generated from the same data used for operations.
- 02Editable HTML can be more flexible than building a full drag-and-drop email builder.
- 03Transactional deliverability is partly DNS and sender reputation, not application code.
- 04Activity logs turn email from a one-off action into an auditable workflow.
Disciplines applied
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