Email Templates

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General

In LOCATE, users may send email correspondence directly from the system. Email templates may be created to send standard emails which will automatically pull information from the appropriate module or record to which they are associated.

To learn more about sending an email in LOCATE, continue here.

List View

Filters
Email templates may be sorted on Name, Subject, Created Date, and Last Modified date by clicking the filter headers. You may filter for email templates that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search. Any filters that are applied in list view will carry over to the List Navigator on the profile page.
Quick Action
  • Delete Email Template - Remove the email template from the list view and archive the record in LOCATE. This action cannot be undone from the list view.

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Email Template Profile Page

The name of the email template will be the main sub-tab. Here, you may view the template name, subject and body text. To edit this information, simply click Edit Template.

Name
  • The name of the email template will be displayed here.
Subject
  • This is the subject line that will accompany the email when it is sent to the recipient.
Body
  • The body of the email will be displayed here.
  • Emails may include references to fields in the modules to which they are associated.

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Module Navigation Bar

Details

View and edit the setup of the email template.

Associations

View and edit the modules and associated objects to which the email template is associated. If the email is associated to multiple modules, only the fields which they all have in common will be available to add to the template.

Emails may be associated to the following modules in LOCATE:

  • Customer
  • Invoice
  • Purchase Order
  • Quote
  • Return Order
  • Sales Order
  • Transfer Order
  • User
  • Vendor

Events

Email events may be set-up to automatically send emails upon a certain trigger event. The following trigger events are currently available in LOCATE:

  • purchaseorder/issued
  • salesorder/issued
  • transferorder/issued
  • pack/finished
  • receipt/finished
  • pickup/finished
  • invoice/issued

The list of previously created events may be sorted on event, email account, recipient(s), or report by clicking the filter heading. You may filter for events that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search.

Actions

  • Delete Email Template - Remove the email template from the list view and archive the record in LOCATE. This action cannot be undone from the list view.

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Create Email Template

  1. Click New Email Template in the upper left corner of the list view.
  2. Enter a Name and Subject Line for the template.
  3. Click Save.
    • If you are creating multiple email templates, click Save And New to save the template and be redirected to a fresh create screen.
  4. If you would like to add fields that automatically populate (auto-fill) from LOCATE onto the template, click onto the Associations tab.
    • Associate To: - Select the name of the module to which you would like to associate the template.
  5. Return to the Details tab, and click Edit Template.
  6. Complete the body of the email as desired.
    • To use auto-fill fields, click the name of the field from the list on the Available Fields list on the right. You may also search for a particular field via the search box at the top of the list.
    • If you are familiar with HTML you may further customize the template as needed by clicking the code view icon in the format tool bar.
  7. Click Save.

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Add Associations

Module associations allow you to include auto-fill fields on email templates.

  1. Select the email template you wish to add an association to.
  2. Click onto the Associations sub-tab.
  3. Select the name of the module to which you would like to associate the template.
    • Associations will be listed to the right in the Associated Objects section.

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Create Email Event

  1. Navigate to the profile page of the email template for which you would like to create an event.
  2. Click onto the Events sub-tab.
  3. Fields
    • Event - Select the event action that will trigger the email.
    • (Send From) Email Account - Enter the email account from which the email will be sent.
      • If the email account does not appear, you will need to create an email account.
      • If no email account is selected, the email will be sent from the user's default email account.
    • Type - Select the type of recipient the email address should be: To, CC, or BCC.
    • Dynamic Address Field - You may choose to auto-fill the recipient with data based on the order or module from which the email is being sent. For example, send an order confirmation template to the customer's default email address. The available auto-fill addresses will depend on the type of event action selected.
    • Or Static Address - Alternatively, you may choose to send the email to one designated recipient. For example, sending a purchase order notice directly to "billing@company.com".
    • Attach Reports - Select the report you would like to attach to the email, if any. Note that the report must be compatible with the event selected (i.e.: attach a sales order report to a salesorder/issue event)
  4. Click Save Event.

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Edit Email Event

Once an email event has been created, you may edit it from the Events sub-tab. To change the Email Account, click the Edit button to the right-hand side. The recipient(s) and associated report(s) may be edited individually by clicking the expansion icon to the left of the appropriate item.

Delete Email Event

  1. Navigate to the profile page of the email template for which you would like to remove an event.
  2. Click onto the Events sub-tab.
  3. Use the column headers and filters to find the event you would like to delete.
  4. Click the dropdown menu next to the Edit button, and select Delete Event.

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Delete Email Template

Email templates may be deleted from the list view under the Quick Actions Menu, or:

  1. Navigate to the email template you would like to delete.
  2. Click Actions, and select Delete Email Template.
  3. When prompted, click Yes.

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