Define email templates

Use email templates to organize your email content any way you want and add style to make your emails stand out to your customers and suppliers. Create a variety of email templates to use for different types of transactions, different suppliers, or different customers. You can add merge fields to populate your emails with dynamic data from Sage Intacct, such as the supplier name, contact information, and so on.

To view the Email templates list:

• Go to Company > Setup > Settings > Email templates.

  From the Email templates list, you can Edit, View, or Delete an existing email template by selecting More actions > at the end of the row.

• Go to Company > Setup > Settings > Email templates.

  From the Email templates list, you can Edit, View, or Delete an existing email template.

Create an email template

You can create and customize email templates using text, HTML markup, and merge fields that autofill when an email is generated based on the email template. Email templates do not support custom fields.

1. Go to Company > Setup > Settings and select Add (circle) next to Email templates.

2. Enter the following basic information about the new template:
   • Enter a unique Name. Use a name that helps you identify the template from a pick list. For example, if creating a recurring template to send a monthly OE sales invoice, name it OE sales invoice-Monthly.
   • Optionally, enter a Description.
   • Use the Template type dropdown list to select the type of transaction for the email template. For example, to use the email template with Order Entry transactions (which includes invoices generated from Contracts or Projects), select Order Entry transaction.
   • Optionally, select either or both Attachments options to include project attachments when you email project invoices.
   • Optionally, select the Display dates in the user preference setting checkbox to control the date format for any date merge fields in the email. If selected, the date format that's set in the personal preferences for the user who sends the email is used. Otherwise, the date format of MM/DD/YYYY is used.
   • The default template Status is Active.
     If for any reason, you want to make the template inactive, select
3. Enter the email addresses that you want included in the template. You can use either or both of the following methods, as needed.
   • Enter addresses manually. For example, if the Reply-to email address is always the same, simply enter that email address.

   • Select, copy, and paste contact merge fields that are automatically replaced with addresses associated with each customer and transaction during email generation. For example, if you plan to use this template for multiple emails to different recipients, you can enter a contact merge field in the To field. The merge field is replaced with your customer's information when the email is generated. For a list of email template merge fields, see Merge fields for email templates.

     Use commas to enter multiple addresses in a single field.

4. Optionally, select Include logo to add your company's logo.

   Select the Vertical logo position and the Horizontal logo position as needed.

   To view or add your company logo image file, go to Company > Setup > Configuration > Company. Then, on the General information tab, scroll to the Printed logos and text section, and see the In email templates field.

5. Enter the Subject and Message content. Enter the subject and message that you want to appear in each email based on this template. As needed, enter merge fields to add information specific to your customers when you generate the email. In addition, you can use HTML markup to customize and format the message. Refer to our email template examples to see how you might use plain text, HTML markup, and merge fields in an email template.

   If the Enter key fails to create separate lines in your message, go to Company > All > My preferences, and under the section Personalize interactive behavior, turn off Enable tab on enter key.
   
   To leave this option selected, create separate lines in your email template by manually adding the HTML markup <br> at the end of each line.

6. Select Save.

After you create and save your email template, you can assign the template to a customer or transaction definition.

Customize the email template message at delivery

Email templates are primarily used to email standard messages efficiently with key information and document attachments to many customers at once.

You might use a standard email template each month, but this month you want to point out something to a specific customer about their billing. To send a personalized message to a particular customer, choose between two options.

Option	Notes
Create a new email template for that specific customer. Override the assigned email template when you send the email to your customer.	This solution is effective for sending customized messages to one or two customers. After you finished using the customized template, you can set its status to Inactive so other users will not use it.
Input your custom message to your customer in the Message field (sales documents) or the Description field (contract renewals) of the desired transaction. Include the appropriate merge field in your email template ({!SODOCUMENT.MESSAGE!} for sales documents or {!CONTRACT.DESCRIPTION!} for contract renewals). Override the assigned email template when you send the email to your customer.	This solution is effective for sending customized messages to many customers. By adding the appropriate merge field to your email template, you reference the Message field in your sales documents or the Description field in your contracts specific to the individual invoice or contract. When you send the email using this email template, your particular notes about the specific transaction in the Message or Description field will be included.

Edit an email template

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to edit.

3. Select More actions > Edit at the end of the row.

4. Make your changes.

5. Select Save.

1. Go to Company > Setup > Settings > Email templates.

2. In the Email templates list, find the template you want to edit, and select Edit.
3. Add, modify, or delete information as needed. For details, see the field descriptions.

View an email template

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to view.

3. Select More actions > View at the end of the row.

1. Go to Company > Setup > Settings > Email templates.

2. For details about a specific email template, select View next to it.

Delete an email template

You can delete an email template from the Email templates list. You cannot retrieve a deleted template. If you're unsure if you want to delete the record, set the Status of the email template to Inactive.

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to delete.

3. Select More actions > Delete at the end of the row.

4. Select Delete to confirm.

1. Go to Company > Setup > Settings > Email templates.

2. Select the checkbox next to the email template that you want to delete.
3. Select Delete.

Field descriptions

Fields in general information section

Field	Descriptions
Name	Use a name that helps you identify the template from a pick list. For example, OE sales invoice-Monthly.
Description	Enter any information that you want to keep with this record.
Template type	Use the dropdown to select the type of transaction that will use the email template. Options are: AR invoice: the email template will be used for invoices emailed from Accounts Receivable. AR statement: the email template will be used for statements emailed from Accounts Receivable. Contract: the email template will be used for renewals within the Contracts application. Order Entry transaction: the email template will be used for invoices emailed from Order Entry (which includes invoices generated from Contracts or Projects). Purchasing transaction: the email template will be used for Purchasing transactions (which include purchase orders, purchase requisitions, and so on). Change request: the email template will be used to communicate project change requests with vendors or project owners.
Attachments	Selecting any attachment option affects the email size by increasing the email to include the email itself, all attachments, and the project invoice PDF. Exceeding email size limitations can prevent delivery of email using these options. Include all document attachments in the email Select this checkbox to include documents attached to the transaction, such as receipts, in the email you send from a transaction. Attachments are emailed in the format in which they were attached to the transaction. For example, if you attached a TXT file, the file is sent as a TXT file. Selecting this option includes all documents from a transaction every time you send email using this template option. Include all attachments from source documents in the email Select this checkbox to include all source document attachments linked to a project invoice when emailing the invoice. Attachments are emailed in the format in which they were attached to the transaction. For example, if you attached a TXT file, the file is sent as a TXT file.
Display dates in the user preference setting	By default, the date format for date merge fields that are used in the email is MM/DD/YYYY. Select the checkbox to use the date format that's set in the personal preferences for the user who sends the email. Example A European organization sends invoices to both European customers and US customers. The European customers prefer the date format of DD/MM/YYYY. US customers prefer the date format of MM/DD/YYYY. Whoever emails the invoices might have their date format preference set to DD/MM/YYYY , but they can use an email template to send email using the customer-preferred date format option: The checkbox appears only when the template type is: Order Entry transaction Purchasing transaction Accounts Receivable documents (AR sales invoices, statements, and dunning notices)
Status	The default status is Active. If you no longer use the email template and want to remove it from dropdown lists, select Inactive. You can still view inactive email templates by selecting the Include Inactive checkbox in the Email templates list.

Addresses

Fields in Addresses section

Field	Descriptions
Reply-to email address	Enter an email address that you want the recipient to reply to. This corresponds to the From email address that the user sees in the Print or email dialog box when they send an email from a transaction.
Field lookup for contacts	Select, copy, and paste merge fields that are automatically replaced with the associated customers' addresses when you send an email.
To CC BCC	The recipients of the email. You can enter one or more merge fields in each field. Intacct automatically replaces the merge fields in the To, CC, and BCC fields with the email addresses associated with your customers and company at the time of email generation. Separate multiple email addresses with commas.

Message content

Fields in Message content section

Field	Descriptions
Field lookup for document elements Field lookup for company elements	Select, copy, and paste merge fields that are automatically replaced with transaction information and values in the subject line or message content when you generate an email.
Subject	Enter a combination of text and merge fields as desired to create an informative subject line. This field is required.
Adjust tone	Select an option to have Copilot make your message more formal or informal. After selecting an option, select Generate. Copilot creates a new draft with the updated text. If you have multiple drafts, you can use the arrows in the top-right corner of this section to navigate from one to another. If you've directly edited the message text, those changes are not reflected in drafts generated by Copilot. So make any edits to the message after adjusting the tone. This field is available only for Close Workspace and Variance Analysis templates.
Adjust length	Select an option to have Copilot make your message longer or shorter. After selecting an option, select Generate. Copilot creates a new draft with the updated text. If you have multiple drafts, you can use the arrows in the top-right corner of this section to navigate from one to another. If you've directly edited the message text, those changes are not reflected in drafts generated by Copilot. So make any edits to the message after adjusting the length. This field is available only for Close Workspace and Variance Analysis templates.
Message	Enter a combination of text, merge fields, and HTML markup as desired to create and customize your message. This field is required. If you working on a template for Close Workspace or Variance Analysis, a default message appears in this box, but you can change it.
Include logo	Select this checkbox to include the logo image file identified on the Company Information page in the email template.
Vertical logo position	Select whether the logo appears at the top or bottom of the email. This field only displays if you select Include logo.
Horizontal logo position	Select whether the logo appears on the left or right side of the email. This field only displays if you select Include logo.