Email Templates Tool

How do I get here?	Setup ► Email ► Templates
Purpose	Email Templates define the format of an email to be sent from the TBS System. System defined "placeholders" or Replaceable columns are available in order to customize the message to a particular user / customer using values from their Base record (i.e., logos, customer service contact info, etc.). The following Email Templates are currently used in TBS. Email Billing Order Assigned To Order Notifications Order Status Changes Scheduled Reports
Security	Maintenance Module
Taxing Impact	N/A
Commission Impact	N/A
Data Field Definitions	View Here

The Email Templates tool enables users to create base emails with replaceable fields. For example, a template may be set up which will be sent to customers at billing time with a PDF copy of their bill attached (i.e., Email Billing). This email could contain replaceable fields, such as account number, name, invoice date, and balance due. Replaceable values will be enclosed in curly brackets and percent signs. Example: {%AccountNumber%} would be replaced as production time with the customer's account number.

Email Template Details

Email templates have a Plain Text version as well as an HTML version. This ensures that regardless of the customer's email configuration, the message will display properly. For both of these version, a list of Replaceable columns can be viewed by selecting Email Billing from the dropdown on this screen.

For the HTML version, there is a Design view that allows for a "what you see is what you get" interface as well as an HTML view that allows direct editing of the HTML code for advanced adjustments. It is highly recommended that someone knowledgeable of HTML be the main user of this tool for the Client.

Inserting Images:

It is important to note that if an image, particularly a logo needs to be inserted into the email template and that image is contingent on the customer's Base record, there is a special URL that should be used. In the example of inserting a Base Invoice logo, the following should be inserted directly into the HTML in order for the Invoice Logo to work properly:

<img alt="logo" src="{%PUBLIC_IMAGES_PAGE%}?lkImagesKey={%invoicelogokey%}" data-mce-src="{%PUBLIC_IMAGES_PAGE%}?lkImagesKey={%invoicelogokey%}" />

Other images that are not Base specific can be added in two ways:

1 - Use TBS General Images:

1 - Go to the Images admin tool
2 - Ensure the Image is already uploaded and select it
3 - On the Imaged detail screen, right click the URL that appears for that Image to copy the link to your clipboard
4 - Navigate back and edit the desired Email Template
5 - Use the icon to initiate the Insert Image step and paste the url just copied into the Choose Image textbox.
6 - Click Ok. The image should appear in the Template

2 - Use External Images

1 - The image must be accessible via http. Find the URL for the image
2 - Use the icon to initiate the Insert Image step and paste the url just copied into the Choose Image textbox.
6 - Click Ok. The image should appear in the Template

Test Email

Once a template is created, it can be tested using the Test Email section of this tool. Simply enter an email address (or multiples separated by a semi colon) and click the Test Email button.

Note: Since this is a test of just the Template, all placeholders will appear in the email as text vs real values. This includes any logos or images that are Base specific.