Email templates

Email templates define the subject and text allverto uses to send documents, dunning letters, purchase orders and notifications. Without a template of your own, allverto uses a built-in text. You'll find the templates under gear → Email templates.

#Before you start

• Viewing is allowed for roles that can see the corresponding documents (e.g. "View quotes, delivery notes and invoices", "View financial data" or "View purchasing, suppliers and purchase orders").
• Creating and changing is allowed for roles with the "Set up email sending (SMTP, Microsoft 365, assignment per purpose, sending log)" or "Manage document defaults (payment methods, process statuses, text templates, custom fields)" permission. Without these permissions, templates only open for viewing.
• Which mailbox the emails are sent from is set under Email sending.

#The list

For each template the list shows Name (with "Default"), Usage, Company ("All companies" or a specific one), Language, Subject, Print templates and Last changed; Dunning level can be shown as well. Use the All usages selection to filter by usage. Next to it you can see which usages don't have a default yet (the built-in text applies there). If you filter by a usage, a row above the list shows the default's Language versions: for each language, either an own template or the built-in text. Clicking a language creates or opens its language version.

Usages exist for:

#Step by step: creating a template

1. Open gear → Email templates and click New template. If you filtered by a usage beforehand, it is preselected.
2. Fill in the popup:
   • Name – e.g. "Invoice default".
   • Usage, Company (All companies or a specific one) and Language – German, English, French, Italian, Spanish, Dutch or Polish; this means the document language or the customer's language.
   • For dunning letters, the Dunning level: All dunning levels or Level 1 to Level 3.
   • Subject and Text. You format the text as in a word processor.
   • Copy to (CC) and Blind copy to (BCC) – separate several addresses with commas. This BCC is added on top of the BCC under Email sending.
   • Reply to – empty = the company's or account's reply-to address.
   • Attach PDF switch (document, dunning letter or purchase order as PDF) and – for invoices, credit notes and cancellations – Attach e-invoice (XRechnung as XML, if available).
   • Default switch – this template then applies to the usage (in this company, language and, where relevant, dunning level).
3. Click Save.

allverto automatically appends the email account's signature when sending. A plain-text version without formatting is also created automatically.

#Placeholders

On the right of the popup you'll find the Placeholders that match the usage. One click inserts them at the cursor; Search placeholders… helps you find them quickly. Placeholders have the form {{gruppe.feld}} and are replaced with the values when sending, e.g.:

With {{#feld}}…{{/feld}} a section only appears if the field has a value – e.g. {{#beleg.gueltig_bis}}Valid until {{beleg.gueltig_bis}}.{{/beleg.gueltig_bis}}.

#Preview and test email

At the top of the popup you switch between Edit and Preview. The preview shows the subject and text with Sample data – or with a real document, dunning letter, purchase order or return that you search for via the selection. Missing or unknown placeholders are highlighted. Below it you can expand the Plain-text version (without formatting).

Send test email to me sends the template to your own address – with the selected data or sample data, without attachments.

#Which template is used?

When sending, allverto looks in this order for:

1. the template stored on the print template,
2. the company default,
3. the default for all companies,
4. otherwise the built-in text.

The language depends on the document language or the customer. If there is no template of your own in that language, the built-in text in that language applies; CC, reply-to and attachments are then taken from the template that would otherwise apply (usually the German one). On a print template you set the email template via Use when sending by email (see Print templates).

When you send by email from a document, dunning letter or purchase order, the subject and text are already filled in with the values. You can choose a different template there and still change the text before sending.

#Managing templates

Right-click a template:

• Edit… (or View…)
• Create language version – a version of the same template in another language.
• Duplicate – handy for a variant for another company.
• Use as default or Remove as default
• Delete… – you can only delete a default template after "Remove as default" or once another template is the default. Print templates that used the template then go back to using the default.

#Frequently asked questions

#I created a template, but invoices still go out with the old text.

Check whether the Default switch is on and the company and language match. If a different email template is stored on the print template, that one takes precedence.

#How do I send emails in my customers' language?

There is already a built-in text for every language. If you want your own texts, right-click the German template → Create language version and choose the language (or click the language in the Language versions row), translate the subject and text and save. allverto uses that version automatically when the document language or customer has this language.