Email Template Setup
The Email Templates screen can be accessed from the Main Menu. Navigate to Admin -> Email Templates:
printIQ menu is dynamic and customisable. Your menu layout may be different from the images in this document.
This screen can also be found by entering ‘email’ or ‘email templates’ in the search field on the menu bar:
Creating New Templates
Inside the Email Templates screen, you will see a + icon at the top next to the page header.
Click on this to create a new email template from scratch.
Below this, there are three dropdown menus:
- Type – the type of email template (example: Quote Details, User Creation, Reset Password)
- Site – the sites which have been set up in your application.
- Category – the category for templates (example Quoting, Production, Inventory)
A ‘Show Inactive’ button and a search field are also displayed at the top of the board:
The board displays a list of all email templates inside printIQ and the dropdown filter lists can be used to narrow down the results displayed on the board.
If there are inactive templates, these can be viewed by clicking the ‘Show Inactive’ button.
Base Templates
Under the site list, there is an option for ‘Base Template’. These are the default, out-of-the-box templates. These can be copied, and details used to format similar templates, which can be linked to different sites.
Copying a template
To copy a template, click the Copy icon next to the template type:
On Copy, the details from the original template will be copied to the ‘New Email Template’ modal to allow the user to make changes. The user will need to select a site to map the new template to:
Only sites that do not already have a template of this type mapped to it, will be available for selection.
If a template of this type already exists for a site, you will not be able to select that site, even if the template is inactive. Instead, you will need to find the inactive template and reactive it, so it can be updated and used.
Editing a template
Clicking the Edit button next to a template opens the modal for that template, so that changes can be made:
Inside the ‘Edit Email Template’ modal, users can add or edit email addresses, set To and From overrides, as well as set CC and BCC overrides.
The subject line for the email can be edited and the template can be made inactive.
The template itself can be formatted by clicking on the 3 dots icon to find more formatting options:
Data can be pulled from within printIQ and placed into the email templates using the placeholders listed on the right. These can be copied and placed into the email body.
The placeholders listed inside a template are the only placeholders that can be used on that template type.
Placeholders copied from another template type will not work if not displayed on the right.
How to Upload Logo Images
Images can be inserted from a URL. If your image is a local file you can upload it into printIQ via the upload images function under the Admin menu:
To upload an image into the email template, click 'Insert' -> 'Image':
Placeholders called {SiteImageURL} will display the image set on the Site Details screen in the field 'Site Image URL', found under settings:
Base email templates will be used if an email needs to be sent from a site and that site does not have a template of that type set against it.
Job and Sales Order Status Emails
Email notifications on change of Job or Sales Order status can be configured to be sent on change of status.
These templates can be accessed on the Email Templates Board under Admin and can be edited, enabled and disabled as required.
There is a template for each sales order / job status. They can easily be identified by the ‘- Job’ or ‘ – ‘Sales Order’ suffix on the template type name:
When an orders’ status is changed, if the corresponding status email template is enabled, it will be sent to the recipients set on the template.
Sales Order and Job email templates have an ‘Active’ switch on them and are disabled by default. Activate 'Show Inactive' to view these email templates:
The Base Template email templates are the base templates supplied with printIQ. They are not site specific and when enabled will send the emails when a job or order status is changed to match the active template.
There is a base template for all job and order statuses. To activate the template, open to edit and ensure the active flag on the modal title bar is enabled.
To set up site specific email templates, copy the corresponding base template and select the appropriate site from the drop-down.
To send successfully, both the To Override and From Override must be populated with either an email placeholder or an actual email address:
When the status on a job is changed and the corresponding email templates are active and configured, printIQ will first look for the email template linked to the customers’ site and if found will use that template to construct and send the email.
If a configured, active, site-specific email template is not found, printIQ will fall back to the base template, if that is both active and configured.
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