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Text templates for notifications (e-mails)

The text templates that are stored in the system for each individual case are used to send notifications (approval of time recording and time requests) and e-mails (quotations, invoices, item dispatch).

Description of text templates

Text templates are standardized texts that are used by the ems system.
To design text templates dynamically, text marks are used within the texts. For example, the text “Guten Tag {Salutation} {LastName}” becomes “Guten Tag Herr Meier”. Find out more here.

Edit text templates

You can edit text templates in the user menu (top right) under “System settings”. To edit text templates, you need system administrator rights. All settings are valid for the entire system and are loaded when you log in to the system.

In the new version 3, it will be possible to store the text templates in several languages (Translations column). When sending e-mails, the system itself selects the language of the e-mail text based on the language of the associated customer address.

The text template can either be created and uploaded by hand like a normal e-mail or as an HTML file in a designer such as Stripo.

List of valid text templates in the ems system:

IDDesignationSupported bookmarksMenu item (master data)
1Email for supplier order.
2XML structure for supplier order.
100-109Receipts for POS system.
110-119Templates for service articles.
200Outlook default signature.
400-449Templates for messages from ticket system.
451Template for completion message from ticket system.
5501Message Delivery with tracking code (complete / order completed)Customer address & {IdentCode} & {TrackingUrl} & {ObjectCode}Merchandise management
5502Message Delivery with tracking code (partial delivery)Customer address & {IdentCode} & {TrackingUrl} & {ObjectCode}Merchandise management
5511Message Delivery ready for collection (complete / order completed)Customer address & {ObjectCode}Merchandise management
5512Message Delivery ready for collection (partial delivery)Customer address & {ObjectCode}Merchandise management
9100-9199Standard texts for header texts for customer invoicesCustomer address, employee data with prefix “User”Customer invoices
9200-9299Standard texts for footer texts for customer invoicesCustomer address, employee data with prefix “User”Customer invoices
9400-9449Standard texts for sending electronic invoices by emailCustomer address, employee data with prefix “User” & {PortalURL}Customer invoices
9450-9499Standard texts for electronic invoicing in the customer portalCustomer address, employee data with prefix “User” & {PortalURL}CANCELLED as of Ver.3
9501Standard text for sending invoices by email
(auto. and manual)
{InvoiceCode}, {OrganisationCompanyName}Customer invoices
13001Template for workflow start from ticket system.
13200-13299Standard texts for footer texts for delivery bills
14100-14199Standard texts for header texts for offers (variants)Customer address, employee data with prefix “User”Offer management
14200-14299Standard texts for footer texts for offersCustomer address, employee data with prefix “User”Offer management
14400-14449Standard texts for sharing documents in offers by emailOffer data, employee data with prefix “User”Offer management
14450-14499Standard texts for sharing documents in offers via the customer portalCustomer address, employee data with prefix “User” & {PortalURL}CANCELLED as of Ver.3
14501Standard text for sending offers by emailOffer data, employee data with prefix “User”Offer management
15001Template for customer portal: New document for customer order.
15400-15449Standard texts for sharing documents in the customer order by emailCustomer address, employee data with prefix “User” & {PortalURL}
15450-15499Standard texts for sharing documents in the customer order via the customer portalCustomer address, employee data with prefix “User” & {PortalURL}
16001Template for customer portal: New login created.Customer addresses
16011Template for customer portal: Password reset.Customer addresses
18001Template for Outlook Sync: Formatting calendar entries.
20400-20449Standard texts for sharing documents by emailCustomer address, employee data with prefix “User” & {PortalURL}
29100-20199Standard texts for notifications for role authorizations.Authorization roles

Information on bookmarks can be found here: Bookmarks