Email Properties - Managing and Customising Email Types

Email Properties - Managing and Customising Email Types

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This article is part of the Email Properties section.

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Introduction


CPL provides basic email templates, also knowns as Email Properties or Email Types, for various communications, including:
  1. Budget Recon
  2. Client Document
  3. Client Introductory Letter
  4. Client Notices
  5. Estimate Instruction / Quote Accept / Quote Document / Quote Reject
  6. First Reminder
  7. Invoice - for invoices attached to the email
  8. Invoice Extranet - for invoices ready to view online
  9. New News Item - for Development News
  10. Payment Receipt
  11. PL Email Remit
  12. Statement - Statement of Account
  13. Two Factor Authentication PIN
  14. Web User Password Reset
  15. Work Order
And more…

Each email type is used to deliver specific documents to clients.  When sending a document by email, the appropriate email type is used as the template, with the document attached. Examples:
  1. Client Document: Used for client communications (e.g. mail merges).
  2. Work Order: Used for sending work orders.
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Certain system processes automatically use specific email types.

InfoAlert
You can only modify existing email types. For additional types, contact CPL Support.

Keywords


Email types typically combine text and keywords, similar to mail merge fields used in documents.

Keywords are predefined fields that insert data into emails, enabling personalised communication.

Unlike mail merges, keywords must be entered manually into the email properties, as there is no table-based selection available.

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This article lists all available keywords for each email type.

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For example, the Client Document email type can use keywords like %CLIENTNAME% or %ACCOUNTNUMBER% to insert client-specific information.

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Keywords are case-sensitive and must be in uppercase, enclosed in percent signs (e.g. %CLIENTNAME%). 

  1. Customisation: You can remove or edit the default text and insert relevant keywords as needed.

  2. Subject and Body: Keywords can be used in both the subject line and the body of the email. 


Amending Email Types


To amend an email type:
  1. Go to System > System Parameter > Email Properties.

  2. Highlight the email type and click Amend in the action panel or double-click it.

  3. Modify the subject and/or body.
    1. Format the text, add tables, change the background colour and insert keywords (e.g. %CLIENTNAME%) manually:



    2. To insert an image:
      1. Place the cursor where you want it.
      2. Click the shapes icon.
      3. Click the three dots to browse for the image on your PC.
      4. Choose the image alignment (optional).
      5. Click Insert Image:




  1. Click Save at the top of the window to apply changes.

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If you have multiple offices, CPL Support can associate an office with an email type:



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