An email template is a preformatted message which is used for sending inspections, work orders, and invoices by email or fax.
Note You can assign email templates to inspection types, work order types, and invoice types so that when an inspection, work order, or invoice of a particular type is sent by email, the assigned email template can be used instead of the default email template.
Email Templates List
On the Email Templates page, you can add, edit, and delete email templates, as well as set them as default.
To add a new email template, click Add on the toolbar, enter settings, and click OK.
To modify an existing email template, click Edit next to the appropriate template, change settings, and click OK.
To delete an existing email template, click Delete next to the appropriate template, and click OK in the message box.
To set a default email template, in the Default Email Settings section, select the appropriate email template for the appropriate type, and then click Save Settings.
Tip You can set different default email templates of the same type for wholesale and retail clients (except for the 'Invoice Batch Email' type).
Note You can assign clients to email templates of the Invoice Batch Email type to make these templates available for sending invoices of assigned clients.
In the Clients column, click the Clients link next to the appropriate email template of the Invoice Batch Email type, and then add clients on the Assigned Clients page.
Email Template Settings
When you create a new email template or edit an existing email template, you enter or change settings in the email template profile.
In the Template dialog box, you can specify the following settings for an email template:
Name lets you distinguish between email templates when you set default email templates or assign email templates to inspection types, work order types, and invoice types.
Type defines whether email template is used for inspections, work orders, or invoices. Also, the email template type defines the list of available tags. By default the Invoice type is selected, so invoice tags are shown in the Tags box. If you select another type, the appropriate tags will be shown.
Attachment (Email) defines whether inspection, work order, or invoice printout must be attached to the email.
Attachment (Fax) defines whether inspection, work order, or invoice printout must be attached to fax.
PDF Link valid for X days specifies the period within which the link to PDF file is valid.
Language lets you select one of the available languages.
Subject specifies the email subject which can include text and tags.
Body specifies the email body which can include text and tags. The Body setting supports basic HTML formatting, so you can add HTML tags such as <p> (paragraph), <b> (bold font), etc. to make emails easier to read and highlight certain information.
Tags includes labels of the fields available for the selected type. To insert a tag into the email template, set the cursor in the appropriate place in the Subject box or the Body box, and then click the appropriate tag.
The <Order> and </Order> tags are used to set up email templates for invoices with multiple work orders. For example, if an invoice contains three work orders, their details, such as work order number, work order amount, vehicle model, make, year, and VIN can be listed in the email body. To add these tags, insert the <Order> tag, enter text and insert tags that represent order details (such as [OrderNo], [VIN], [Make], [Model], etc.), and then insert the </Order> tag.
Question Tags allows adding the question tags to the Subject box and the Body box of the email template. To insert a question tag into the email template, select the appropriate question form, question section, and question, set the cursor in the appropriate place in the Subject box or the Body box, and then click the Insert Question Tag link. Note that answers for questions are shown in the email message only if questions are answered in inspections, work orders, or invoices.
Note When you select the InvoiceBatchEmail type, the Separate attachment per invoice (up to 10) check box appears so that you can define whether batch invoices should be attached as separate PDF files.