Creating, editing and using email templates

Email templates are used to prepare emails. AdminPulse comes with a few standard templates. You can edit the existing templates or create new ones.

You can find them under Settings > Email and interaction templates > tab: Email templates.

Overview of the email templates

On the Email templates page you see an overview of all templates that you can use to send emails automatically or manually. At the top of the page you can refine the list with three filters:

• Template name: filters on the name of the template.
• Template context: shows only templates for a specific context, such as Relation, Task management or Invoice reminder.
• Language: shows templates that are available in a selected language.

The table contains three columns:

• Template name: the name of the template.
• Template context: shows in which context the template is used.
• Template languages: shows in which languages the template is already available.

What does 'Template context' mean?

In the Template context column, you see in which context a template is applied. Some examples:

• Send invoice, Invoice paid or Invoice partially paid: you can select these templates in the General settings so that AdminPulse uses them automatically for these actions.
• Invoice reminder: used to send payment reminders. AdminPulse sends one email per outstanding invoice.
• Invoice reminder – grouped: the client receives one email containing all outstanding invoices.
  💡 Useful if you do not want to flood clients who have several unpaid invoices with multiple reminder emails.
• Task management: templates that are used for emails sent from tasks, for example:
  • Bizzcontrol - send management report
  • VAT document to customer
  • VAT balance to customer

Template languages

If your clients speak different languages, you can create email templates in multiple languages (Dutch, French and English). Each client will then receive emails in the language that is set in their relation file.

In the Template languages column, you can immediately see for which languages a template already exists (for example nl, fr or en). 
👉 Is a language missing? You can add it when you edit the template.

Available actions on email templates

In the Actions column you can perform different actions on a template: edit, copy or delete. In this section you can read what each option does and how to use it.

Editing email templates

Click the pencil icon in the Actions column to open and edit a template.

 

After clicking the pencil icon, the editor opens. In this screen, you can:

• change the template name (per language),
• set the context via Template context,
• link document tags,
• automatically add document types as attachments,
• configure the email options when you disable ‘Use mail options from the general settings’;
• update the subject and content for each language,
• add attachments,
• insert placeholders.

The editor works much like a standard text editor. Adjust the text and then click Save to store your changes.

👉 When you use a template in multiple languages, you manage the subject and content separately per language. You can easily add extra languages via the language dropdown.

Using HTML mode

If you are familiar with HTML, you can edit the source code directly via the Source button.

Using placeholders in your e-mail templates

Placeholders let you add dynamic information to your e-mail template. AdminPulse automatically fills in these fields with information from AdminPulse, such as relation details, details of your own company, VAT information, task details, and so on. This makes your e-mails more personal and more efficient.

In the editor, you can add placeholders in two ways:

• + Insert placeholders: add one placeholder at the position of your cursor. Search for the placeholder by name. AdminPulse automatically places the placeholder in your template, including the curly brackets { }.
• + Insert group placeholders: add multiple placeholders from the same group. You choose whether AdminPulse inserts them as a repeating group, as a table, or separately.

💡 First place your cursor where you want to insert the placeholder. The selected placeholder or group will be added there.

Examples of standard placeholders:

• {relationOrContact.firstName} for the customer’s first name,
• {company.phone} for your office phone number,
• {task.deadline} for the deadline of a task.

Linking documents to email templates

👉 This option is only available for e-mail templates for Task management.

In some workflows, such as bulk sending task-related emails, it is useful to have documents included automatically. You can do this by linking document types to an email template.

To have documents added automatically, you must select the correct document type under “Automatically include documents of this type as attachment”. This is the list where you choose one or more types relevant to the template, as shown in the screenshot below.

Only documents whose document type matches one of the types you select here will be automatically added as an attachment to the email.

👉 A fixed attachment that is always sent to every client (for example, your general terms and conditions) can only be added after you have saved the template at least once.

Insert action taskflow buttons in your e-mail template

👉 This option is only available for e-mail templates for Task management.

In a Task management e-mail template, you can add a clickable button to your e-mail via Insert action taskflow button. When the recipient clicks this button, AdminPulse automatically performs a preconfigured action taskflow action.
For example, a task can be marked as completed directly, or a status can be changed.

To add an action taskflow button:

1. Place your cursor where you want to insert the button in the e-mail.
2. Click Insert action taskflow button.
3. Select the required action taskflow from the list of configured action taskflow actions.
4. Enter the button text. This is the text the recipient sees on the button.
5. Choose a button color: green, blue, grey, or red.
6. Click Save. AdminPulse inserts the button where your cursor is placed.

When the e-mail is sent, AdminPulse creates a unique link for each recipient. When the recipient clicks the button, the action taskflow action is performed for that specific relation and task.

👉 Requirement: the action taskflow actions must be configured in advance via Settings > Taskflow configuration > tab: Action taskflows. 

💡 More information: How do you use an action taskflow?

Configuring email options per email template

At the top of the template, you will see the option 'Use mail options from the general settings'.

If this option is checked, AdminPulse automatically uses the settings from General settings, and you do not need to configure anything inside the template itself.

If you clear this checkbox, an additional section appears where you can configure email settings specifically for this template.

You can then choose per template:

• E-mail sender name: the name shown to the recipient as the sender.
• E-mail sender: the email address from which the message is sent. By default, this is [e-mail]. Want to use your own domain (for example [e-mail])? This is possible once your domain has been verified and activated. More details can be found in the article Use e-mail of own company as sender.
• E-mail reply to: the email address where replies will be sent.
• E-mail CC: an address automatically added to CC (visible to recipients).
• E-mail BCC: an address automatically added to BCC (not visible to recipients).
• E-mail to: the default address the email is sent to in specific scenarios.
  💡 For example, when a task is completed, an e-mail can be sent to the Assistant associate to notify them.

The dropdown lists allow you to select different sources, such as Assistant, Assistant (back-up), Assistant associate, Assistant invoicing, Assistant senior, Assistant responsible, Name of the own company, Sender, General setting, Custom emailaddress or Custom text.

👉 This allows you to control exactly which sender is shown and which addresses are used for replies, CC and BCC for each individual template.

Copying an email template

You can quickly duplicate an existing template via the copy icon in the Actions column.

The copy is created immediately. You can then open the new template and adjust it further.

Adding a new email template

Click + Add to create a brand-new template.

You can then immediately:

• enter the template name,
• choose a context via Template context,
• build the message per language,
• link attachments and document types,
• use placeholders.

Using email templates in AdminPulse

In General settings you decide which email templates AdminPulse uses by default for invoicing and payment follow-up.

In the Invoice email section, under Invoice email template, you choose which template AdminPulse should use to send invoices.

In the Payment monitoring section, you choose which template is used when an invoice is fully or partially paid.

Good to read

Want to learn more about how AdminPulse handles outgoing emails, or how to configure your office’s sender settings? These articles provide helpful background:

• Use e-mail of own company as sender – How to verify and activate your own email domain so you can send messages from your office address.
• How do you use an action taskflow? – Explains how to configure and use action taskflows to perform actions automatically via a button in an e-mail.