Overview
Email templates allow you to customise the formatting and text of an email sent by users.
On this page:
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Template Setup Fields
An Email template is a pre-defined email layout; these may include content like images or text.
Rather than create a new email from scratch each time, you can use a template as a base.
Templates are also handy for making sure email designs follow brand guidelines.
Template Setup Fields
Below is an example of an email template with a brief explanation for the fields in the table below
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Field | Function description | |
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Document | is what the email template is to be known by. |
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Field | Function description | |
|---|---|---|
Document Type | This restricts when the form is available appropriate to the stage of the Quote/ Order/ Invoice life cycle. For example Quote is not available after the Quote has been accepted. Leave blank to not restrict, form is available at all stages. | |
Quote: | Visible when an order is in the quote stage / hasn't been accepted yet. | |
Invoice: | Visible after the order has been invoiced | |
Statement: | Visible in the customer statements area | |
Docket (Delivery Docket): | Visible when the order is a work in progress | |
Receipt | ||
Customer Invite: | This template allows you to customize/send your own customer user to invite when inviting a customer to place there their own orders in the system. | |
Check Order: | This is the email template the that is sent when a customer user accepts an order (Email Confirmation). | |
Purchase Order: | Visible when doing a purchase orders | |
Status Change: | Makes It makes it so that it doesn't appear anywhere except for when setting up a status change notification. | |
{{Blank}}: | Will appear everywhere |
Email to: | his This field is left blank, the email will default to the customer card, ; if you specify a different email address, the customer will not recieve receive this email template | |
Email from: | Who would you like the email to be as being sent from, and will be the address that replies will be sent to. the ? The Place Holder [Sales Rep Email] can be used here | |
Email CC where copies are required. | the The Place Holder [Sales Rep Email] can be used here | |
Email BC is where hidden copies of this email are to be sent. | Useful for Helpful in keeping copies in a common email box. the Place Holder [Sales Rep Email] can be used here | |
Email Subject | which allows fields to be included. |
Sequence number | is used to set the order of the templates list in the dropdown so that the most popular can be at the top of the list. | |
Customer Group | is an email template only for this specific Customer group, such as when multiple Trading Names are used.? | This is not based on sending the email template to only this group, ; to send an auto email template based on status change, refer to the help here. Leave blank for this email template to be used for all Customer Groups. This function works by only showing the email templates for the customer groups in the order summary screen. |
Is SMS | If this box is selected, the email will default to be the contacts mobile number@ Domain providedin provided the Domain Name in the cell below | |
Domain Name to send SMS to | ||
Access Level | Toggle this to select whether the email can be viewed by Customer users, internal staff or both |
Quote - Sample Template
Dear [Contact Name],
We thank you for the opportunity to quote and attach herewith your quotation, Reference Number : [Reference Number]
Your greatest asset is your home and we at BUZ Blinds want to ensure that you select the finest products to improve the value and protect your home from the harsh Queensland sun.
Put your trust in a Queensland company where your products are made to measure in our modern factory at
27 Tamin Place, Maroochy River. (click link for map).
If you require any further information regarding this quotation please do not hesitate to call myself on 0419 123 456.
I look forward to working with you on this project.
Regards,
David Smith
BUZ Blinds Sales Professional
M : 0419 123 145
Showroom / Factory : 27 Tamin Place, Maroochy River, Qld 4561
Special Document Names (These Names must be used as they are specific to their Function)
Email Subject Place Holders
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Place Holder Text
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Function description
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[UserName]
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First name Last Name
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[FullName]
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User Email
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[InviteURL]
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Invite Url
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[Organization]
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Organization
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[LogoURL]
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Logo Url
"Customer User Invite" MUST be the name of the template
This is the email that goes to users to invite them to login and set their password. You do not select a Document Type for this Email Template.
Sample Customer Invite Template 1
Subject: BUZ Blinds Online Ordering Login Acceptance
Body:
Dear [FullName],
To access the BUZ Blinds Portal for the updated online ordering system please accept this invitation to allow registration prior to being able to place your next order.
To use this Portal please click this link: [AcceptInvite]
We recommend you use the latest version of your browser.
Please note that for security reasons this invitation will expire in 14 days, after which you will need to be sent a new invitation.
Kind Regards,
BUZ Blinds
Sample Customer Invite Template 2
Subject: BUZ Blinds Online Ordering Login Acceptance
Body:
Dear [First Name] ( [FullName] ),
Welcome to BUZ On Demand.
To access the online BUZ ordering system please accept this invitation by clicking on the following link: [AcceptInvite] within 14 days.
After that time you will have to contact us for a new invitation.
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https://login.buzsoftware.com.au/?companyName=BUZ_yourcompanyname
TOP TIP: It is recommended that you use the latest version of Internet Explorer (11), Chrome or Firefox to access the new system.
If you need to ask questions or need to know more, please call us on 02 1234 5678 or email support@buzsoftware.com.au with your query.
The BUZ Blinds Team
"Customer Confirmation" MUST be the name of the template
This is the covering email sent to online order customer when the quote is "Accepted"
Sample Template
Subject: BUZ Blinds Confirmation of Order: [Reference Number], Job Description: [Reference Description]
Body:
[Contact Name]
Thank you for placing your Order: [Reference Description]
Please check your order (measurements etc.) and advise us immediately if you need to make any corrections.
Order No.: [Reference Number]
If you have any queries please email sales@buz-blinds.com.au
Regards,
BUZ Blinds
Check Order
This is the covering email sent to Wholesale Customers when they request an email of the Quote using Online Ordering.
The email is sent to the users email address, if the order is not entered by a customer user then no email is sent.
Sample Template
Subject: BUZ Blinds Check Order: [Reference Number], Job Description: [Reference Description]
Body:
[Contact Name]
Check Order for Order: [Reference Description]
You can check your order (measurements etc.) and make any corrections through the Online Ordering portal.
BUZ Blinds Order No.: [Reference Number]
Please note Prices are Wholesale List Prices and do not include any Freight or GST.
Discounts that may be applicable are included in the quoted price.
Please check your prices against our Price List and contact us if there is a discrepancy.
If you have any queries please email sales@buz-blinds.com.au
Regards,
BUZ Blinds
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Click here for Email Template Examples.
Adding an image to your email template
To add an image in the email template/s, you will need to get a web address where the picture can be found.
There are several ways to do this, ; if you right-click on the image, you will get a menu with a few options.
Select "copy image address."
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Then in BUZ, go to settings - Email templates - Select the template you wish to add the image to.
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the logo will appear in the email body, ; if there is no image, try it again; otherwise, you may have selected an image that is not compatible.
Do not attempt to drag the image to the email template, it should not work, and if you do find a way to add the image directly, it sill most likely not work.
Template Place Holders
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“To” - Place Holders
Place Holder Text | Function description |
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[Contact Email Address] | Will email the contact card selected for delivery, |
[Billing Email Address] | |
[Sales Rep Email] |
Email Subject - Place Holders
Place Holder Text | Function description |
|---|---|
[Contact Name] | Formatted Contact Name e.g. Mr FirstName LastName |
[First Name] | Order contact's first name only |
[Last Name] | Order contacts last name only |
[FullName] | Full Name |
[Billing Name] | |
[Billing First Name] | |
[Billing Last Name] | |
[Reference Number] | Order number and revision |
[Reference Description] | Order reference |
[Sales Rep Name] | From Sales Representative settings |
[Sales Rep Email] | |
[Sales Rep Phone] | |
[Sales Rep Mobile] | |
[Sales Rep Fax] | |
[Total Amount] | Total value of order |
[Outstanding Amount] | Outstanding amount un paid (Can be applied to Quote and Invoices document types) |
Lead Place Holder Text | |
[Lead Date] | Appointment Date |
[Lead Time] | Appointment Time |
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Place Holder Text | Function description |
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[Customer Description] | Customers Company Name and if no company name then Last and First Name |
[Customer Description2] | Customers Company Name and if no company name then First and Last Name |
[Contact Name] | Formatted Contact Name e.g. Mr FirstName LastName |
[First Name] | Order contact's first name only |
[Last Name] | Order contacts last name only |
[Billing Name] | |
[Billing First Name] | |
[Billing Last Name] | |
[Billing Address] | |
[Reference Number] | Order number and revision |
[Reference Description] | Order reference |
[Total Amount] | Total value of order |
[Outstanding Amount] | Outstanding amount un paid (Can be applied to Quote and Invoices document types) |
[Sales Rep Name] | From Sales Representative settings |
[Sales Rep Email] | |
[Sales Rep Phone] | |
[Sales Rep Mobile] | |
[Sales Rep Fax] | |
[Branch Name] | From Branch setting |
[Dispatch Address] | |
[OrderId] | Order code/identifier. Can be used in conjunction with with web address (https://go.buzmanager.com/Sales/Summary?orderId=) to go directly to the order summary page. |
Lead Place Holder Text | |
[Lead Date] | Appointment Date |
[Lead Time] | Appointment Time |
Dispatch Place Holder Text | |
[Dispatch Notes] | Shows dispatch notes |
[Installation Date] | |
[Installation Time] | |
[Installation Time Needed] | |
[Contact Mobile Number] | Mobile number used for SMS email |
[Time_To_Install] | Dispatch minutes to install |
Check Measure Place Holder Text | |
[Check Measure Date] | Check measure scheduled date |
[Check Measure Time] | Check measure scheduled time |
[Check Measure Time Needed] | Time required for check measure |
[Check Measure Notes] | Dispatch notes for check measure |
Email On
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Status Change
For most of the statuses (Lead, Order, Job Tracking and Dispatch), you can have an automated Email sent when the status of an order is updated to a particular Status. Click here to link to the help.
Insert Link to a Payment page
To apply a link to a payment page in the email body
For this link, the 3 query string parameter names are
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the hyperlink to use is simple; you need it to read
http://www.yourwebsite.com.au/payment/?CompanyName=[Customer Description]&InvoiceNumber=[Reference Number]&OutstandingAmount=[Outstanding Amount]
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