Email Message Templates

Email message templates can be created for use within windows that have email functionality. Depending on configuration, these templates can be access by all users or only the user who created it. Message templates can be setup and managed in the Message Templates window (File → Message Templates).

Creating a Template

  1. Go to File→ Message Templates.
  2. Click New.
  3. Enter a unique Template name.
  4. Optionally, you can save a default Cc and Bcc email address with this template.
  5. At the bottom, choose the Type of Template. The Type will determine which Fields are available to be used in the template and which windows the email is available from. If you are creating an email template which will only use company or user fields (or neither) and can be emailed from any window, then leave the Type as "All".
  6. Leave the Available for all users checkbox checked if any user should have access to this template. Otherwise, uncheck if this template should only be available for your user.
  7. Optionally, enter a default Subject and Body. You may wish to populate the subject and body fields with data from the database (see Insert Field below).
  8. Click the Save button when finished.

Insert Field

When you select a Type, you can use the Insert Field menu to select database fields variables to be entered into the Subject or Body of the template. For example, if the Type is set to Invoice, you can type the text "Invoice " into the Subject field, then use Insert Field→ I→ Invoice Number to add the Invoice Field. The Subject field will display Invoice {{InvoiceNumber}}, however when you email an invoice the variable will be replaced with the actual invoice number, such as Invoice B1234Z.

Edit a Template

To edit a template, click on the template name in the left pane and then begin editing the fields. This will make the Save icon become active, allowing you to click save once your changes have been made.

Using Email Templates

Whenever you create an email from within Acctivate, the email window has a Template... menu option which will allow to Insert the template's text into the email message window, adding to any existing text, or you can choose to Replace any existing email message text with the message template.

Certain sales documents can be assigned a default email template in the Sales Orders section of the Configuration Manager.

Template Data Fields

Field Field Type/ Length Definition
Template Text / 50 Characters The name of the email message template.
Cc Text / 255 Characters You can enter an email address (or multiple email addresses by comma separating them) to be included as a Cc email address by default.
Bcc Text / 255 Characters You can enter an email address (or multiple email addresses by comma separating them) to be included as a Bcc email address by default.
Subject Text / 255 Characters The subject line of the email to be sent. Can contain text and/or a database field value by using the Insert Field options.
Body Text The body of the message. Can contain text and/or a database field value by using the Insert Field options.
Type List The type of email message determines which windows this message can be sent from and which fields can be used in the template.
  • All: When this option is selected, the email template is available from any window where you can email. The Insert Field list will only contain Company and User data fields.
  • Activity: The message template will be accessible only from the Business Activity window.
  • Customer Account: The message template will only be accessible when composing an email from the Customer tab of the Edit Customer window (by clicking the email icon next to the billing email address
  • Customer Credit: The message template will only be accessible when composing an email from the Credit tab of the Edit Customer window (by clicking the email icon next to the billing email address
  • Customer Location: The message template will only be accessible when composing an email from the Ship To tab of the Edit Customer window (by clicking the email icon next to the ship to email address
  • Invoice: When this option is selected, the email template is available when emailing an Invoice.
  • Order: When this option is selected, the email template is available when emailing a document from a Sales Quote, Sales Order, Service Order and Credit Memo.
  • Payment: The message template will only be accessible when composing an email from the Enter Payment or Payment List windows.
  • PO: When this option is selected, the email template is available when emailing documents from a Purchase Order.
  • Track/Trace: When this option is selected, the email template is available when emailing from the Trace Transaction.
Available for all users Checkbox When checked, all users will see this template and be able to select it. If unchecked, only the user who created the template will be able to use it.