Managing Form-specific Email Templates

You can set up a template for sending emails from a specific form. For example, you are viewing a row in a form that contains specific data that you need to include in an email. You click the email tool bar button to open an email and select a template. The template contains information you need to send often from this form, set up as variables that pick up property values from the current row in the form. The data is filled in, and any attached documents that are part of the template are included by default (although you can choose to exclude them or add different documents).

To access the Email Templates form and set up a template to use with a particular form, use either of these methods:
- From the current form, click the envelope icon on the tool bar, or select Actions > Email for Current, to display the Send email for the current object form. Then click Manage Templates to open the Email Templates form, with the current form specified in the Form field.
- From the Explorer, select the Email Templates form. Add a record. In the Form field, and specify the form to which this template applies.
Specify a template name or use the default value.
Specify a description for the template.
To make the template available to users in the Send email for the current object form for the specified form, select Active.
If the template will include HTML tags, select Body is in HTML format. When you finish setting up the template, you can click Preview to see how the formatted email will look.
In the Send To, CC, BCC, and Subject of the message, specify the properties and variables to be substituted with values from the parent form. For example, in the To field you could specify P(Customers.ExternalEmailAddr), or just P(ExternalEmailAddr) if the email template is linked to the Customers form.
In the Message field, specify the text message and include any relevant objects. You can add any P and V value, for example:

Hi P(UserDesc), We are sending you V(TotalPartNum) P(PartDesc)...
Save your changes.
If you want to attach documents to the template, click Attached Documents and select a document. Import the document if it does not already exist.
Save your changes and return to the Send email for the current object form. The document is listed in the Attached Email Documents grid for the template.
Optionally, to preview how the email will look, click Preview Mode.
If you previewed the email, click Template Mode to return to the template view.
Save your changes.

When a user selects the template in the Send email for the current object form, substitution of all variables is performed before the values from the parent form are displayed in the fields.