Email Templates

1What is this page? #

• One record per template - the desktop's E-Mail Profiles screen. Find (F2) loads one, Add (F3) creates, Modify (F4) edits, Save (F5) stores, Esc cancels an edit or closes the page.
• Duplicate copies the loaded template, files included, into a new one to rename.
• In View mode nothing can be changed; press Modify first.
• After a save the page stays on the saved template. Warnings (for instance a placeholder the module does not know) are shown but do not stop the save.

2Step by step #

1. Press Add (F3) and key a name.
2. Pick the Module type , then the voucher type, module or custom report it serves. (For a custom report, also map the recipient and voucher columns.)
3. Pick the Sender account ; switch Attach print document on and pick a format if the printed voucher should go along.
4. Add any default e-mail ids (e.g. your own accounts address) and tick branches if only some branches should use it (ERP edition only).
5. Type the Subject and Body . Put the cursor where a value belongs - the party name, the voucher number, the amount - and press Insert variable ; pick it from the list.
6. Add files that go with every mail (a price list, terms) with a description each.
7. Switch Default on if this is the template senders should pick first, then Save (F5) .

3Variables #

• The list depends on the module type and module picked - choose them first.
• {MASTERSECTION.column} - a value of the voucher header (party, number, date, totals).
• {LineItemSection.column} / {LineAccSection.column} - the voucher's item lines / account lines, repeated per line.
• {StdVariable.name} - standard values such as the company name, the user, today.
• {WorkFlowInstance.column} - the approval step details (workflow templates).
• @ / @ / @ - a custom report's column, parameter or total.
• @ and $name - the module's own fields and standard variables (other modules).
• A misspelt placeholder is sent as typed. The save warns about names the module does not know.

4Document links #

• Document link opens the Document Management explorer, as Document Links does on a voucher: browse the folders, add files from any of them, press OK. A link to each goes into the body at the cursor.
• The link uses the connection's Public URL , so the recipient can open it. A file whose connection has no Public URL cannot be linked - attach it instead.

5Fields #

• Name - required, up to 128 characters, unique.
• Module type - Voucher, Other, Custom Reports or Workflow Notification. Changing it clears the choices that no longer apply.
• Voucher type / Module - required for Voucher and Other.
• Custom report - required for Custom Reports; only reports allowed to send e-mail or SMS are listed. Its column fields name the report's columns.
• Sending option - Batch Auto, Batch But Edit, One-By-One, One-By-One But Edit.
• Print format - listed for the chosen voucher type or module.
• Default e-mail id(s) - valid addresses separated by semicolons.
• Applicable branches - none ticked means all. ERP edition only.
• Attachments - up to 4 MB each, a description each.

6Integrity rules #

• The name is unique .
• Only one active default template per module (or custom report) may cover a branch; the save names the template that already is.
• Send to default e-mail id(s) only needs at least one default address.
• Two attachments of one template cannot share a description; the body may not exceed 1 MB (link large pictures instead of pasting them).
• A template a workflow setting uses cannot be deleted - switch it to Inactive, or change the workflow first.
• Finding, adding, changing and deleting templates needs Find / Create / Alter / Delete on Email Templates in User Manager (Masters tab). The server checks it, and the database checks it again on every save; an administrator may do everything.
• How a sent e-mail looks. Every e-mail the ERP sends in the company's name leaves in one frame: the company's name above; its address, phone and e-mail below, taken from the company's details; a disclaimer in small type; and "Sent with InvoiceNET® ERP". Your template is not changed - its words, tables and links stay as you wrote them - so write the content only, and do not add a letterhead or a footer of your own. Plain text keeps its line breaks. A template that is a whole page of its own (it has an html tag) is sent exactly as it is.
• Every problem is listed at once, numbered.

7If something does not work #