Using Email Templates

7 0 0 27/12/2020
email templates

You can create templates that can be selected and applied to their respective Documents. For example, you need templates specific to a Document type i.e. Sales Invoice. 

The system contains informative examples. The quickest way to learn how to create a template is to refer to the examples provided in the Email Templates List. Just edit an example to review how they can be setup.

 

Setup Email Template

Setup > Email Templates > New Template > Choose type

When you create and save a template it will appear in a dropdown list ‘Template:’ located on the email window displayed when you click the ‘Email’ Action on the Customer, Supplier or transaction Document.

  • Template Name
  • Description
  • From
  • Reply To
  • Subject
  • Copy To
  • Plain Text
  • Free Text
  • Free Text
  • A Variable i.e. ${company_from_email}
  • A Variable i.e. ${company_from_email}
  • Free Text, including variables
  • A Variable i.e. ${company_from_email}
  • Plain Text, probably 'Courier'

Mail Merge Parameters (Variables)

  • Parameter Name
  • Description

Customers and Suppliers

  • ${title}
  • ${first_name}
  • ${last_name}
  • ${customer_login_id}
  • ${customer_password}
  • ${balance}
  • Main contact title
  • Main contact first name
  • Main contact last name
  • Login ID for customer portal
  • Password for customer portal
  • The account balance

Lead

  • ${first_name}
  • ${last_name}
  • Main contact first name
  • Main contact last name

Customer/Supplier Payment

  • ${amount_paid}
  • ${payment_date}
  • ${payment_details}
  • The amount paid
  • The payment date
  • Invoice #, amount per invoice

Documents (Sales Orders/Invoices/Bills etc.)

  • ${title}
  • ${full_name}
  • ${first_name}
  • ${last_name}
  • ${due_date}
  • ${issue_date}
  • ${required_date}
  • ${balance}
  • ${total}
  • ${ref_number}
  • Customer/Supplier title
  • Customer/Supplier full name
  • Customer/Supplier first name
  • Customer/Supplier last name
  • Due date
  • Issue date
  • Required date
  • Balance
  • Total
  • Reference number

Customer Statement

  • ${title}
  • ${first_name}
  • ${last_name}
  • ${ref_number}
  • ${start_date}
  • ${end_date}
  • Customer/Supplier title
  • Customer/Supplier first name
  • Customer/Supplier last name
  • Reference number
  • Start date
  • End date

Timesheet

  • ${week_of}
  • Week of date

Company Information (available to all templates)

  • ${company_from_email}
  • ${company_name}
  • ${company_legal_name}
  • ${company_address1}
  • ${company_address2}
  • ${company_county}
  • ${company_town_city}
  • ${company_zip_code}
  • ${company_state}
  • ${company_country}
  • ${company_fax}
  • ${company_phone}
  • ${company_email}
  • ${company_web}
  • ${company_number}
  • Company from email
  • Company name
  • Company legal name
  • Company address line 1
  • Company address line 2
  • Company address county
  • Company address town/city
  • Company address zip code
  • Company address state
  • Company address country
  • Company address fax
  • Company phone number
  • Company email
  • Company website
  • Company number

Personal (Logged in Worker) Info (available to all templates)

  • ${personal_email}
  • ${personal_first_name}
  • ${personal_last_name}
  • ${personal_job_title}
  • ${personal_office_tel}
  • ${personal_mobile}
  • ${personal_office}
  • ${personal_team}
  • Logged in Worker email
  • Logged in Worker first name
  • Logged in Worker last name
  • Logged in Worker job title
  • Logged in Worker office tel.
  • Logged in Worker mobile no.
  • Logged in Worker office name
  • Logged in Worker team name

${@partnerRef} for ‘customer ref’ on docs

${@fieldname} for any field on doc (found by looking at the source)

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