Settings › Emails & Documents
Document Settings
What receipts, invoices, packing slips, gift receipts and credit notes show, which emails carry them, and the invoicing tools behind them. 16 sections, with every switch named as it appears on screen and its default beside it.
Quick links
Where to find it:WP Admin › EasyCart › Settings › Emails & Documents › Documents
Start here
How documents work
Profiles, instant saving and the preview that shows a real order.
How documents work
Profiles, instant saving and the live preview
no stored settingsSeven documents live here: the order receipt, the shipping confirmation and the packing slip, and with PRO the invoice PDF, the invoice email, the gift receipt and the credit note. Each one is a set of show and hide switches, and that set is called a profile. Every document starts on its Standard profile, which is the one that goes out unless you choose another.
Switches save the moment you flip them; there is no save button. Beside each editor a live preview shows a real order exactly as it goes out, starting on your newest order. Type another order number to check a tricky one, such as an order with options or a discount. Edit wording changes the headings and phrases a document prints, and Logo & footer gives a profile its own branding.
Below the documents sit the store-wide sections that decide which documents an order gets: email attachments, gift orders, document rules, customer downloads, pay links, invoice numbers, PO numbers and payment terms.
💡 Note: More profiles per document, the invoice PDF and the three newer documents, the attachments grid, a logo per profile and most store-wide sections come with PRO or Premium. Without them every free document still has its Standard profile, fully editable, with the preview, and Pay links and the print receipt links work. Profiles themselves are covered in Document Profiles. For a step by step walkthrough, see How to Set Up Order Emails and Documents.
Emails
Receipt and shipping confirmation
The two emails every customer gets, switch by switch.
Order receipt
The email a customer gets when they pay, and your store’s copy
16 settingsLogo
The store logo from Settings › Email, or this profile’s own if it has one under Logo & footer. Size and position follow the same place.
Footer image
The store’s signature image at the foot of the document, or this profile’s own. Handy for a seal, a badge or a scanned signature.
Store address
Prints your postal address in the footer. The address itself is entered once, on Settings › Email › Sender; the switch shows an Add it link while it is still empty.
Shipping method
The shipping method the customer chose, printed with the order details. Receipt only: the shipped email already says how the parcel is travelling.
PO number
The purchase order number, when the customer gave one at checkout or you added it on the order screen. Prints nothing on orders without one. Recording PO numbers needs PRO, so the switch is locked without it.
Payment terms and due date
The payment terms, such as Net 30, and the due date, on orders paid by manual payment that have terms. Terms come from the Payment terms section below.
Billing address
The billing address the customer entered at checkout.
Shipping address
Where the parcel is going. Leave it on unless the order never ships, because a confirmation without a destination invites a support email.
Customer email address
The customer’s own email address beside their order details. Useful when paperwork is forwarded around an office and somebody needs to know which account ordered. The same setting as Show the shopper’s email address on receipts on Settings › Email, and refund emails follow it too. Change it in either place.
Product images
A thumbnail against each line. It makes an order recognisable at a glance, at the cost of a heavier email. It is the same setting as Product images on receipts on Settings › Email, and it also drives the invoice, gift card and refund emails and the printed receipt.
SKU / model number
The SKU or model number against each line, which is what a warehouse or a bookkeeper matches on.
Product options
The size, colour or other choices made for each item. Leave it on if you sell anything with variants.
Show prices
Unit prices, line totals and the order totals. A receipt normally shows them; the reason to turn it off is a profile meant for a third party, such as a gift recipient.
Customer’s order notes
What the shopper typed in the order notes box at checkout. It only prints when order notes are turned on at checkout in the first place.
Checkout field answers
Answers to your own checkout questions, for the fields set to show them, from Settings › Checkout fields. Locked without PRO, since the checkout fields builder is PRO.
Gift details
On gift orders, a note that the order is a gift, the gift message and who gets the gift receipt. Nothing prints on ordinary orders. Gift orders are switched on in the Gift orders section below.
💡 Note: The receipt’s Customer email address and Product images switches are the same settings as the two receipt switches on Settings › Emails & Documents › Email. Changing one changes the other.
Shipping confirmation
The email a customer gets when their order is marked shipped
13 settingsLogo
The store logo from Settings › Email, or this profile’s own if it has one under Logo & footer. Size and position follow the same place.
Footer image
The store’s signature image at the foot of the document, or this profile’s own. Handy for a seal, a badge or a scanned signature.
Store address
Prints your postal address in the footer. The address itself is entered once, on Settings › Email › Sender; the switch shows an Add it link while it is still empty.
Billing address
The billing address the customer entered at checkout. The built-in Gift profile leaves it off, since a gift recipient has no use for the buyer’s billing details.
Shipping address
Where the parcel is going. Leave it on unless the order never ships, because a confirmation without a destination invites a support email.
Customer email address
The customer’s own email address beside their order details. Useful when paperwork is forwarded around an office and somebody needs to know which account ordered.
Product images
A thumbnail against each line. It makes an order recognisable at a glance, at the cost of a heavier email.
SKU / model number
The SKU or model number against each line, which is what a warehouse or a bookkeeper matches on.
Product options
The size, colour or other choices made for each item. Leave it on if you sell anything with variants.
Show prices
Unit prices, line totals and the order totals. Turn it off for a gift, when the recipient should see what arrived but not what it cost.
Customer’s order notes
What the shopper typed in the order notes box at checkout. It only prints when order notes are turned on at checkout in the first place.
Checkout field answers
Answers to your own checkout questions, for the fields set to show them, from Settings › Checkout fields. Locked without PRO, since the checkout fields builder is PRO.
Gift details
On gift orders, a note that the order is a gift, the gift message and who gets the gift receipt. Nothing prints on ordinary orders. Gift orders are switched on in the Gift orders section below.
Paperwork
Packing slip, invoice and credit note
The page that goes in the box, the invoice PDF and the email it goes out in, the gift receipt, and the credit note a refund issues.
Packing slip
The page that goes in the box
25 settingsLogo
Printed on the packing slip when it is on. The packing slip is a picking and packing document rather than a customer receipt, so include what your team needs to get the right things in the right box, and leave out what only clutters it.
Footer image
The store’s signature image at the foot of the document, or this profile’s own. Handy for a seal, a badge or a scanned signature.
Store address
Your postal address in the footer, entered on Settings › Email › Sender. A return address on the slip saves the customer hunting for one.
Order number
The order number on the packing slip. Keep this on: it is the reference for every conversation about the parcel afterwards.
Order date
Printed on the packing slip when it is on. The packing slip is a picking and packing document rather than a customer receipt, so include what your team needs to get the right things in the right box, and leave out what only clutters it.
Shipping method, carrier and tracking
The shipping method, the carrier and the tracking number, once the order has them. Useful in the box when a parcel is split or re-sent.
PO number
The purchase order number, when the customer gave one at checkout or you added it on the order screen. Prints nothing on orders without one. Recording PO numbers needs PRO, so the switch is locked without it. A business buyer’s receiving team often books goods in against it.
Billing address
Printed on the packing slip when it is on. The packing slip is a picking and packing document rather than a customer receipt, so include what your team needs to get the right things in the right box, and leave out what only clutters it.
Shipping address
The shipping address on the packing slip. Keep this on unless your labels are generated entirely elsewhere, because a slip without a destination is a picking list rather than a packing slip.
Phone numbers
The phone number, printed under the billing and shipping addresses. It needs at least one of those turned on to appear at all. Carriers frequently ask for it on delivery problems.
Customer email address
Printed on the packing slip when it is on. The packing slip is a picking and packing document rather than a customer receipt, so include what your team needs to get the right things in the right box, and leave out what only clutters it.
Product images
A thumbnail against each line. Genuinely useful when picking from a catalogue of similar-looking items, and wasted ink when your products are obviously different.
Product titles
Printed on the packing slip when it is on. The packing slip is a picking and packing document rather than a customer receipt, so include what your team needs to get the right things in the right box, and leave out what only clutters it.
SKU / model number
The model number or SKU against each line, which is what a warehouse picks by. If your team works from codes rather than names, this is the most important line on the slip.
Product options
The size, colour or other choices made for each item. Leave this on if you sell anything with variants, because a slip listing the shirt without the size guarantees the wrong one goes out.
Show prices
Unit and line prices on the slip, plus whichever totals you pick below. A slip carrying prices doubles as a receipt, which is convenient for the customer and awkward when the parcel is a gift. Off on new stores; a store upgraded from an earlier version keeps whatever it had.
Subtotal
One line of the totals block. Only shows while Show prices is on.
Discounts
One line of the totals block. Only shows while Show prices is on.
Shipping total
One line of the totals block. Only shows while Show prices is on.
Tax or VAT
One line of the totals block. Only shows while Show prices is on.
Tip
One line of the totals block. Only shows while Show prices is on.
Grand total
One line of the totals block. Only shows while Show prices is on.
Customer’s order notes
Notes the shopper left at checkout. Keep this on if you accept notes at all, since a delivery instruction nobody in the packing room can see is worse than not having asked for it.
Gift message
On gift orders, the message the shopper wrote at checkout, so it goes in the box with the gift. Needs PRO, which is what records gift messages.
Checkout field answers
Answers to your own checkout questions, for the fields set to show them, from Settings › Checkout fields. Locked without PRO, since the checkout fields builder is PRO.
💡 Note: Print Packing Slip on an order uses the profile chosen for that order: a gift order’s gift profile, a matching document rule’s, or the default. For a step by step walkthrough, see How to Fulfill Orders.
Invoice PDF
The invoice or receipt PDF attached to order emails, with your business details
22 settingsBusiness details
Your registered business name, address and VAT number, printed at the top of the PDF. EU invoices are required to show them, so if you attach PDFs for compliance reasons this field is the compliance. Left empty, the PDF prints your site name instead. The credit note prints the same details.
File name
What the attachment is called. {order_id} becomes the order number, {invoice_number} the invoice number once one is issued, and {date} the order date. Anything other than letters, numbers, dashes and underscores is removed, and the name always ends in .pdf. A folder full of identically named attachments is useless, so keep a number in it.
Paper size
Automatic uses US Letter where that is the local standard, such as the United States, Canada and Mexico, and A4 everywhere else. Override it only if you know every recipient prints on one size.
Heading
Invoice or Receipt, chosen per profile above its switches and printed at the top of the PDF. Invoice suits a record of payment for accounting; Receipt a plain confirmation that money changed hands. The built-in Receipt profile is headed Receipt, for orders already paid; Bookkeeping and B2B are headed Invoice.
Business details
Whether the business details above print on this profile. Turn it off for a profile you do not want to double as a formal invoice.
Logo
The store logo from Settings › Email, or this profile’s own if it has one under Logo & footer. Size and position follow the same place.
Footer image
The store’s signature image at the foot of the PDF, or this profile’s own. The signature text never prints on the PDF, only the image.
Store address
Your postal address in the footer. Usually redundant when the business details are on, since those carry your address already.
Heading, order number and date
The block at the top right: this profile’s heading, the order number and the date. Keep it on; an invoice without a number and a date is hard to file.
Invoice number, terms and due date
The invoice number, payment terms and due date, once the order has been invoiced. Invoice numbers are switched on in the Invoice numbers section below.
PO number
The purchase order number, when the customer gave one at checkout or you added it on the order screen. Prints nothing on orders without one. Recording PO numbers needs PRO, so the switch is locked without it.
Greeting and thank-you lines
The receipt email’s own lines above the addresses and below the totals. The built-in Bookkeeping and B2B profiles turn them off for a plainer document.
Shipping address
Where the order was delivered.
Billing address
Who paid. Most invoicing rules expect it.
Customer VAT number
The customer’s VAT number, when they gave one at checkout. Business buyers in the EU need it on the invoice to reclaim VAT.
Customer email address
The customer’s own email address beside their order details. Useful when paperwork is forwarded around an office and somebody needs to know which account ordered.
Product images
A thumbnail against each line. Off makes a lighter, more formal PDF.
SKU / model number
The SKU or model number against each line, which is what a warehouse or a bookkeeper matches on.
Product options
The size, colour or other choices made for each item. Leave it on if you sell anything with variants.
Show prices
Unit prices, line totals and the order totals.
Customer’s order notes
What the shopper typed in the order notes box at checkout. It only prints when order notes are turned on at checkout in the first place.
Checkout field answers
Answers to your own checkout questions, for the fields set to show them, from Settings › Checkout fields. Locked without PRO, since the checkout fields builder is PRO.
💡 Note: Email me a sample PDF, at the foot of the PDF settings, builds the PDF for your most recent order with the default profile and sends it to your own address only. Use it before you switch attachments on.
Invoice email
The email you send from an order with its invoice, and a Pay button while it is unpaid
15 settingsLogo
The store logo from Settings › Email, or this profile’s own if it has one under Logo & footer. Size and position follow the same place.
Footer image
The store’s signature image at the foot of the document, or this profile’s own. Handy for a seal, a badge or a scanned signature.
Store address
Prints your postal address in the footer. The address itself is entered once, on Settings › Email › Sender; the switch shows an Add it link while it is still empty.
Order number
The order number, so the customer can quote it when they pay.
Order date
The date the order was placed. Off on Standard, on in the built-in Itemized profile.
Order total
What the order comes to. Keep it on: it is the figure the customer pays.
Payment terms and due date
The payment terms and the due date, which only shows while the order is still unpaid.
PO number
The purchase order number, when the customer gave one or you added it on the order screen. Accounts teams match invoices to POs, so leave it on for business buyers.
Billing address
The billing address in the email itself. Off on Standard, because the attached PDF already carries it.
Items and totals
The order’s items, prices and totals written into the email, for an invoice sent without the PDF. The three switches below only apply while this is on.
Product images
A thumbnail against each item line. Off by default to keep the email light.
SKU / model number
The SKU or model number against each line, which is what a warehouse or a bookkeeper matches on.
Product options
The size, colour or other choices made for each item. Leave it on if you sell anything with variants.
Pay button
While the order is unpaid, a Pay button that opens the order’s pay link. It needs Pay links on, below, and a payment method that can take a payment on a pay link.
Bank transfer details
While the order is unpaid and has no Pay button, your bank transfer instructions from Settings › Payment, so the customer still knows how to pay.
💡 Note: This is what Send Email › Invoice on the order screen sends. With invoice numbers on, sending it issues the invoice if it has not been issued yet. Sent without the PDF, the email says so in its first line, so pick a profile that lists the items, such as Itemized. For a step by step walkthrough, see How to Take a Phone Order and Send a Pay Link.
Gift receipt
Emailed to the person receiving a gift order, without prices
11 settingsLogo
The store logo from Settings › Email, or this profile’s own if it has one under Logo & footer. Size and position follow the same place.
Footer image
The store’s signature image at the foot of the document, or this profile’s own. Handy for a seal, a badge or a scanned signature.
Store address
Prints your postal address in the footer. The address itself is entered once, on Settings › Email › Sender; the switch shows an Add it link while it is still empty.
Order number and date
The order number and date, which is what the recipient quotes if they want to exchange something.
Who it is from
The buyer’s first name, so the recipient knows who sent it.
Shipping address
Where the gift was sent. Off by default; the recipient already knows.
Product images
A thumbnail against each line. It makes an order recognisable at a glance, at the cost of a heavier email.
SKU / model number
The SKU against each line. Off by default, since a gift recipient rarely needs it.
Product options
The size, colour or other choices made for each item. Leave it on if you sell anything with variants.
Gift message
The message the buyer wrote at checkout.
Exchanges note
A line telling the recipient how to exchange an item. Change what it says with Edit wording beside the preview.
💡 Note: A gift receipt never shows prices. It goes to the recipient when a gift order ships, if Email a gift receipt to the recipient is on in Gift orders, and can be sent from the order screen at any time.
Credit note
The PDF a refund on an invoiced order issues
9 settingsBusiness details
The business details from the Invoice PDF section, your registered name, address and VAT number, at the top of the page.
Logo
The store logo from Settings › Email, or this profile’s own if it has one under Logo & footer. Size and position follow the same place.
Footer image
The store’s signature image at the foot of the document, or this profile’s own. Handy for a seal, a badge or a scanned signature.
Store address
Prints your postal address in the footer. The address itself is entered once, on Settings › Email › Sender; the switch shows an Add it link while it is still empty.
Credit note number, date and invoice
The block at the top right: the credit note number, its date and the invoice it corrects. Keep it on; it is what ties the refund to the original invoice in your books.
PO number
The order’s purchase order number, when it has one.
Billing address
Who the credit is for.
Customer VAT number
The customer’s VAT number, when they gave one. A business buyer needs it to adjust the VAT they reclaimed.
The order’s items, for reference
The order’s items, listed for reference under the amount credited. Off by default, which keeps the credit note to the figures.
💡 Note: Credit notes are only issued when Issue a credit note for refunds is on in Invoice numbers, and only for orders that have an invoice number. For a step by step walkthrough, see How to Handle Refunds, Order Edits and Credit Notes.
Delivery
Which order gets what
Which PDF rides along with which email, gift orders, rules for different kinds of order, and what customers can download themselves.
Email attachments
Which documents go out as PDFs with each email, and with which profile
no stored settingsA grid of emails down the side and the two PDFs across the top: Invoice PDF and Packing slip PDF. The emails are the order receipt, the store’s copy of it, the order shipped email and the packing slip email. Each cell is Off, Attach · default, which follows whichever profile is the default when the email is sent, Attach with a named profile, or Link, default or named, which puts a download link in the email instead of the file. Links are not offered on the packing slip email, which is the slip itself. Cells save as you change them.
Picking a profile per cell is the point of the grid: the buyer’s receipt can carry an invoice with prices while the slip in a gift box carries none. The PDFs need the PHP dom and mbstring extensions on your server; if one is missing a warning names it above the grid, and emails go out without the PDF rather than not at all. How long a download link works is set under Customer downloads. A document rule can change any cell for some orders, and anything here can be changed for a single send from the order screen.
💡 Note: Every attachment choice can be overridden for one email from the order screen. See Sending Order Documents.
Gift orders
A gift option at checkout, and what a gift order sends
7 settingsLet customers mark an order as a gift
Adds a Send this order as a gift option to both checkouts. A gift order uses the gift profiles chosen below, so no prices go in the box, while the buyer’s own receipt still shows what they paid.
Where checkout asks
With the shipping address, where shoppers decide who the parcel is for, or Just before Place order, which keeps the first checkout step shorter.
Gift message
Whether shoppers can add a gift message of up to 200 characters. It prints on the packing slip and the gift receipt.
Packing slip for gift orders
The packing slip profile printed or attached for a gift order. The built-in Gift profile leaves out prices, the billing address, contact details and order notes.
Shipped email for gift orders
The shipped email profile the buyer gets when a gift order ships. The built-in Gift profile has no prices and no billing address.
Email a gift receipt to the recipient
Asks for the recipient’s email at checkout, as an optional field, and emails them the gift receipt once, when the order ships. You can also send it from the order screen.
Gift receipt profile
Which gift receipt profile the recipient gets. Left on the default profile unless you have made your own.
💡 Note: The profile chosen here wins over a document rule’s for gift orders, and a profile you pick when sending from the order screen wins over both.
Document rules
Different profiles, attachments and customer downloads for different kinds of orders
no stored settingsAn ordered list of rules, each with a name and an On switch. A rule has conditions, matched as When all of these match or When any of these match: Customer role ( guest checkout included ), Payment ( manual payment, paid online or free order ), Delivery ( shipped, local pickup or nothing to ship ), Gift order, Order total ( at least or at most an amount ) and Ship-to country.
Under Then use a rule picks a profile for the receipt, shipped email, packing slip, invoice PDF, invoice email and gift receipt, each left on No change unless you pick one. It can also change any cell of the attachments grid, show or hide each customer download, and set the payment terms of a manual-payment order.
Rules are checked top to bottom and the first one that matches decides for that order; use the arrows to reorder them. New rules start off and turn on once they have a condition; a rule with no conditions would match every order, so the page asks before turning one on. Unlike the rest of the page, rules save together with Save rules, and Discard puts them back as they were. A store keeps up to 50 rules.
💡 Note: A typical setup: a rule for your wholesale role that sends the B2B invoice profile and the Drop-ship packing slip with Net 30 terms, and a rule for local pickup that leaves the PDF off the shipped email.
Customer downloads
Documents customers can open from their account and from emails. Document rules can change these for some orders.
7 settingsPrint receipt link on the account order page
The Print Receipt link on each order card in My Account and on the dashboard’s recent orders, and the Print Receipt button on the order’s own page, which open a printable receipt. Account pages built with the Elementor account widgets show it as a printer icon.
Print receipt link on the order confirmation page
The Print Receipt button in the corner of the thank-you card, on the order confirmation page customers see right after they place an order.
Download receipt PDF
A download on the order page in My Account: the Invoice PDF with the Receipt heading.
Download invoice PDF
Once the order has an invoice number, the invoice exactly as it was issued, from the order page in My Account. Orders without an invoice number show nothing.
Download packing slip
The default packing slip profile as a PDF, from the order page in My Account.
Download gift receipt
On gift orders, the gift receipt as a PDF, so the buyer can print it for the recipient.
Download links in emails stop working after
7, 30 or 90 days, or never. Applies to documents the attachments grid, or a document rule, sends as a download link instead of a file. The links in My Account are made fresh each time the page is shown, so they are not affected.
Invoicing
Getting paid
Pay links for unpaid orders, numbered invoices and credit notes, PO numbers and payment terms.
Pay links
A page where customers pay an unpaid order, linked from invoices and My Account
1 settingLet customers pay unpaid orders from a link
Invoice emails and the order page in My Account get a Pay button for an unpaid order. It opens a page for that order where the customer pays what is due and can correct the billing address; everything else on the order stays as you set it. Below the switch, the section lists the payment methods that can take a payment there: card payments with Stripe or Square, PayPal, and your bank transfer details when manual payment is on. A gateway that cannot is named in a warning, and invoices go out without a Pay button for it. An unpaid bank transfer order also gets a Pay now button in the How to pay card of its order confirmation page.
💡 Note: Pay links are free and on by default. The PRO invoice email puts the link behind its Pay button.
Invoice numbers
Numbered invoices that never change once issued, and credit notes for refunds
11 settingsGive invoices their own numbers
Gives each order its own invoice number, once, from its own sequence. From then on the Invoice PDF for that order is kept exactly as it was issued, so a later change to the order or the profile never rewrites an invoice you already sent.
Issue the invoice
When payment is approved, When the order is placed or Only when I send it from the order. Orders paid by manual payment get their number when you first send the invoice, or when the payment arrives.
Number format
{year} becomes the year it is issued and {number} the next number. The format must contain {number} and be 40 characters or fewer.
Next number
Set this once to carry on from the numbers you used before. If the number you enter has already been used, the page says so, and the next invoice skips ahead to the first unused number.
Digits
Pads the number with zeros: 4 makes 7 into 0007. From 1 to 10 digits.
Start again from 1
Every year restarts at 1 each January and keeps numbers short when the format has {year} in it. Never keeps one running sequence.
Show the invoice number in My Account
Shows the invoice number with the order details in My Account. Invoices and credit notes are still numbered when this is off.
Show it only to these roles
Leave it empty to show the number to everyone, guests included, or pick roles, such as your wholesale role, to show it only to them.
Issue a credit note for refunds
A refund on an order that has an invoice gets its own numbered credit note PDF, linked to the invoice it corrects. What the credit note shows is set in the Credit note section above.
Credit note number format
Its own sequence, with the same {year} and {number}. The default is CN-{year}-{number}.
Next credit note number
Where the credit note sequence carries on from. Credit notes restart with invoices when those start again every year.
PO numbers
A purchase order number field at checkout for business customers
3 settingsAsk for a PO number at checkout
Adds a purchase order number field to both checkouts, under a Purchase order heading. You can add or change the PO number on the order screen whether this is on or not.
Who sees the field
Usually your wholesale or business roles. Leave it empty to show the field to everyone; Guest checkout is one of the choices.
PO number is
Optional or Required. A required field stops checkout until it is filled, so only require it for roles that always have a PO.
Payment terms
Net 30 and other terms, with a due date, for orders paid later
3 settingsGive manual-payment orders payment terms
Orders paid by manual payment get payment terms and a due date, shown on the invoice and the receipt email. A customer’s own terms, set on their account, come before the store default, and a matching document rule can set terms too.
Terms you offer
One row per option, a name and the days to pay. The due date is the order date plus those days; 0 means due on receipt. Up to 20 terms.
Store default
The terms a manual-payment order gets when the customer has none of their own.
💡 Note: Terms only apply to orders paid by manual payment. For a step by step walkthrough, see How to Invoice Trade Customers on Net 30.
Keep going
Related panels
Creating, naming and branding profiles.
Sending any document from an order, with one-off changes.
The store logo, footer image and address documents print.
Printing packing slips, sending invoices and taking payments.
Manual payment, bank transfer details and the gateways pay links use.
Every phrase a document prints, in each store language.
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