Email templates and merge fields

Before you start

Set up your mailbox first: Set up email so documents can be sent. Templates are shared - everyone in the company who sends a document can use them.

Steps

1. Open Settings, click the Email tab and scroll down to Email templates. The list on the left says No templates yet until someone adds one.
2. The text under the heading explains merge fields. These are words in double curly brackets that SiaOne replaces with real values when the email is sent. For example {{documentNumber}} becomes the real quotation or invoice number and {{customerName}} becomes the customer's name. The others are {{companyName}}, {{currency}}, {{total}}, {{dueDate}}, {{userName}}, {{userJobTitle}} and {{userSignature}}.
3. Type a Name for the template and choose the Document type it is for, such as Quotation, Sales Order or Customer Invoice.
4. In Subject, write the subject line and add merge fields, for example Quotation {{documentNumber}} from {{companyName}}.
5. In Body, write the message. For example start with Dear {{customerName}},. End with {{userName}} and {{userSignature}} so the email is signed by the person who sends it.
6. Tick Use as the default template for this document type to make it the default for that type of document, then click Add template to save it.

What happens next

Send a document with your template: Send a quotation by email.