Mail Templates

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 create and edit templates. 

To automatically send an email when a job changes status you can set this up for each job type you can configure this in the job type configuration section (Admin->Administration→Job type configuration). When you open a job type you will be able to add events at the bottom of the job type screen.

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. Above the subject and the Email body section you will see a drop down selector that shows all of the meta-data fields that you can choose from to use in the mail template. 

All meta-data fields must be inserted with two square brackets either side (.e.g. [[contactname]])

[[confirmbutton]]

[[contactname]]

[[contactsalutation]]

[[contactfirstname]]

[[contactlastname]]

[[contactmobile]]

[[contactphone]]

[[companyname]]

[[duedate]]

[[status]]

[[internalcontact]]

[[internalcontactfirstname]]

[[jobreference]]

 [[idjob]]

 [[jobtype]]

 [[contactaddress]]

 [[customeraddress]]

 [[jobdeliveryaddress]]

 [[jobdeliveryaddresscity]]

 [[jobadddress]]

 [[jobaddresscity]]

 [[receiptreference]]

 [[receiptammount]

 [[invoicereference]]

 [[invoiceammount]]

 [[quotereference]]

 [[quoteammount]]

 [[jobestimate]]

 [[CFXXXXXXXXXXXXXXX]]

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.