Mail templates allow you to create predefined email messages to send to your to contacts relating to a job. You may want to send an email to your customer confirming that the job has been scheduled with the details of the job (e.g. due time and reference number). This allows your customers to be informed with little effort with consistent and well constructed emails.
eMails can be sent using eMail templates in two ways. You can send an email from the Job view screen or automatically when a job changes to a certain status. The help information below will show you have to do this.
Managing mail templates
To manage email templates navigate to Admin -> Administration and select "Mail Templates" under the "Mail" sub heading. If this is the first time you are creating a template then you will see that there are no templates defined.
Create a new email template
To manage email templates navigate to Admin -> Administration and select "Mail Templates" under the "Mail" sub heading. From the Mail search screen select "Add".
Provide a name for the template and subject line for the email. You can then format the email body using images and all of the rich formatting options available in the WYSIWIG (What You See is What You Get) Editor.
When editing the subject and the body of the email you can use "meta-data" fields to allow for custom data to be inserted from the job. Crittah will merge information provided in the job into these meta-data fields to provide important information in the mail about the job without you needing to cut and past. Some examples would be to customise an email to refer to the contact by name or to provide a job reference number. The screen shot above shows an example eMail template using these meta-data fields to insert the contacts first name, job reference and job due time into the email. Once you send the email for a job or automatically send an email through the jobs status event change these meta-data fields will be replaced with the relevant information to produce the email.
Below is a table describing the available meta-data fields that you can use in your email templates. All meta-data fields must be inserted with two square brackets either side (.e.g. [[contactname]])
| Meta-Data Field | Description |
|---|---|
[[contactname]]
| Contacts full name |
[[contactsalutation]]
| Salutation of the contact e.g. Mr, Mrs |
[[contactfirstname]]
| Contacts first name |
[[contactlastname]]
| Contacts last name |
[[contactmobile]]
| Contacts mobile number |
[[contactphone]]
| Contacts Phone number |
[[companyname]]
| Customers Company Name |
[[duedate]]
| Due date of the job |
[[status]]
| Job Status |
[[jobreference]]
| Job reference number |
[[idjob]]
| unique GUID (Global Unique Identifier) of the job |
[[jobtype]]
| Job type name |
[[contactaddress]]
| Contacts address |
[[customeraddress]]
| Customers address |
[[jobdeliveryaddress]]
| Job delivery address (If the job type is configured to have a delivery address) |
[[jobadddress]]
| Job start address |
[[receiptreference]]
| Receipt reference number if the job has a receipt. If there are two receipts on the job only the most recent receipt reference will be used. |
[[receiptammount]
| Receipt amount if there is a receipt against the job. |
[[invoicereference]]
| Invoice reference number if the job has a invoice. If there are two receipts on the job only the most recent receipt reference will be used. |
[[invoiceammount]]
| Invoice amount if there is an invoice against the job. |
[[quotereference]]
| Quote reference number if the job has a quote. If there are two quotes on the job only the most recent quote reference will be used. |
[[quoteammount]]
| Quote amount if there is a quoteagainst the job. |
Configuring automatic email to be sent on job status changes
Please refer to Email events to create send automated emails when a job status changes.
Sending an email for a job
Please refer to Sending emails for a job section of the help guide.