To create a new Email Template, from the main menu, go to Settings and select the “Email Templates” option. This opens the Email Templates management window, where you can see a list of Email Templates.
To create a new template, click New at the top left-hand corner of this window. A menu appears, letting you choose from the available Email Templates type.
New Email Template menu
Select the type (For additional details, see Email Templates Types), and the New Email Template window appears
New Email Template Contents tab
This window contains two tabs: Email Content and Details.
In the Contents tab you can define the template itself, including the following fields:
| 1. | Subject Here you determine the way the email subject will look. You can include data fields, which will be merged from the real data when creating a real email from this template. |
| 2. | Contents Here you determine the way the email body will look. You can include data fields, which will be merged from the real data when creating a real email from this template. |
| 3. | Email Format Select whether the email contents is in Text or HTML format. Note that when selecting HTML format, this means you actually need to enter real HTML code in the contents field. |
| 4. | Add Data Fields One of the most powerful features of the Email Template is the ability to merge fields from within the database automatically to the email. The email Subject and Contents may include data fields from the entity for which you create the email. Use the Add Data Field button to select the field and to automatically add it in the correct format within the subject or the contents. Each email may contain a signature. In order to include the signature in the templates you must add it explicitly as a data field--which is part of the template. The signature should be added from the Current User > Signature field. When using a Text template, the system will use a text signature. When using an HTML template the system will automatically use the HTML signature defined for the user. See more details in Email Signature . |
| 5. | Send Test Email Use this button to create a test email and see what the email will look like when used with data from a real entity. |
For example, this is how an plain-text designed Ticket template can look like:
Email Template Sample
In the Details tab, you can set the template name, and determine whether it is active (i.e. will appear in selection lists when choosing a template).
New Email Template Details tab