How To Create An E-mail Template

Overview

E-mail templates are used in various correspondences in the platform. These include but are not limited to:

  1. Invoices
  2. Statements
  3. Billing system credentials
  4. Password resets
  5. Workflow actions

These templates are created relative to an entity and will instruct what fields are available for referencing, usually in the e-mails body.

Procedures

1. Navigate to the Custom E-mail Templates section.

Go to Setup > Templates > Email. The list of available e-mail templates is displayed. If only one template exists, the details page will be automatically displayed.

2. Create a new e-mail template

Click New to create a new e-mail template, or select an existing one to view its details or update them. The details wizard is displayed:

Here, the base entity can be selected. This is important as certain configurations within the platform will only serve up e-mail templates that are relevant to the entity used by that configuration such as workflow actions.

Click Next to display the details page. Here the details of the e-mail template can be defined.

Field Definitions

Table 1
Field Definition
Template Name Unique name of the e-mail template.
From Email E-mail address from which the e-mail will appear to be sent from.
Recipient To E-mail address of the recipient. Multiple addresses can be added by separating them with commas.
Recipient CC

Additional e-mail address. Multiple addresses can be added by separating them with commas.

Recipient Bcc Additional e-mail address. Multiple addresses can be added by separating them with commas.
Subject Text that will appear on the subject. References to the entity's fields can be used here by clicking the Insert Field button.
Body Text that will appear on the body of the e-mail. Additional e-mail address. Multiple addresses can be added by separating them with commas. This field allows for the basic formatting of text data. No special formatting can be done.
Body HTML The same information from Body can be saved here but meant for e-mail clients with the ability to process HTML-formatted e-mails such as Outlook, Gmail, etc. Here, HTML formatting and inline CSS codes can be used.

Additional Information

Images can be included in the e-mail templates. However, these should be hosted outside of the platform such as a web-based image service (e.g. Imageshack, etc.) and then referenced in the templates via <A> tags.

 

3. Save the changes

Click Save to submit the new/updated template to the platform.

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