When you install GEM-BOOKS, default email templates are added to your system. If you want to modify these or add new ones, you can access the list of templates by clicking on the Communications > Configurations > Email Templates menu. You can modify an existing template by clicking on the line, or add a new one by clicking on the +Add button.
Start by giving the template a name and determining what type of mailing it will be used for. The mailing types will determine the email templates offered for each type of mailing. For example, when sending an invoice to one of your customers, only email templates with the type Sales - Invoices will be offered.
It is possible to create multiple templates for the same type of mailing. In this case, when sending emails, you can choose the one you want to use. If a template for the type of mailing is checked in the Default box, it will be preselected.
When sending an email, here is where you can select the email template you have created:
In some of the default templates, you will see values surrounded by square brackets (e.g., {invoice}). These variables will be replaced when sending an email, for example, with the invoice number you are currently sending. Some of these variables are essential for emails to function properly, for example, in the case of a password reset link.
Here is a non-exhaustive list of variables available in email templates:
Type of mailing
Sales - Invoices
Subject
{store} = Store name
{invoice} = Number of the invoice currently being sent
{customer_contact} = Name of the contact on the sale
Type of mailing
Sales - Quotes
Subject
{store} = Store name
{quote} = Number of the quote currently being sent
{customer_contact} = Name of the contact on the sale
Type of mailing
Secure documents - New document
Subject
{store} = Store name
Content
{user} = Recipient's name
{user_code} = Recipient's user code
{sender} = Sender's name
{link} = Link to the file
{global_long_name} = Store name
Type of sending
Customers - End of Reminder
Subject
{store} = Name of the store
Content
{user} = Name of the recipient
{doc_name} = Name of the file
{link} = Link to the document
{global_long_name} = Name of the store
Type of message
Account management - Password creation
Content
{user} = Recipient's name
{usercode} = Recipient's user code
{link} = Link to password creation
{global_long_name} = Store name
Type of message
Booking - Customer / Booking - Supplier
Subject
{type} = Type of document sent
{booking} = Booking number sent
{origin_name} = Name of booking origin
{origin_city} = City of booking origin
{origin_state} = State/Province of booking origin
{dest_name} = Name of booking destination
{dest_city} = City of destination of the booking
{dest_state} = State/Province of destination of the booking
{po} = PO number of the booking
{items} = Description of the goods
{pickup_date} = Pickup date
{delivery_date} = Delivery date
Type of shipment
Booking - Pickup / Booking - Delivery
Content
{type} = Pickup or Delivery
{booking_code} = Booking number sent
{origin_name} = Name of the origin of the booking
{origin_city} = City of origin of the booking
{origin_state} = State/Province of origin of the booking
{dest_name} = Name of the destination of the booking
{dest_city} = City of destination of the booking
{dest_state} = State/Province of the booking destination
Type of shipment
Booking - Appointment request
Subject
{booking} = Booking number sent
{origin_name} = Name of the booking origin
{origin_city} = City of the booking origin
{origin_state} = State/Province of the booking origin
{dest_name} = Name of the booking destination
{dest_city} = City of the booking destination
{dest_state} = State/Province of the booking destination
{date} = Date of the appointment
{po} = PO number of the booking
{client} = Client of the booking
{type} = Stop type (Origin, Destination, or Stop)
{items} = Description of the goods
Type of shipment
Payroll - Statement
Subject
{paye} = Payroll number
Type of shipment
Purchases - Purchase orders
Subject
{magasin} = Store name
{facture} = Purchase PO number
{commande} = Purchase order number
{fournisseur_contact} = Name of contact for the purchase
Shipping type
Purchases - Invoice request
Subject
{store} = Store name
{invoice} = Purchase PO number
{order} = Purchase order number
{supplier_contact} = Name of contact on purchase
Comments
Article is closed for comments.