Email Templates

Overview

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

Field	Function description

Field	Function description
Document	is what the email template is to be known by.

Field	Function description

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 customer user to invite when inviting a customer to place their own orders in the system.
	Check Order:	This email template that is sent when a customer user accepts an order (Email Confirmation).
	Purchase Order:	Visible when doing purchase orders
	Status Change:	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:	This field is left blank, the email will default to the customer card; if you specify a different email address, the customer will not 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 Place Holder [Sales Rep Email] can be used here
Email CC where copies are required.	The Place Holder [Sales Rep Email] can be used here
Email BC is where hidden copies of this email are to be sent.	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 the contacts mobile number@ Domain 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.

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."

Then in BUZ, go to settings - Email templates - Select the template you wish to add the image to.

Click in the Email body where you want the image to appear

Select the Insert image

Paste the image address that you copied previously

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

Email “To” - Place Holders

Place Holder Text	Function description

Place Holder Text	Function description
[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

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

Email Body - Place Holders

Place Holder Text	Function description

Place Holder Text	Function description
[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]	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 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

CompanyName
InvoiceNumber
OutstandingAmount

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]