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System Email Templates

There are multiple emails sent from the system to users and your vendors. You should check each template and update with your branding and language before sending purchase orders or invoices or the system will use the default email template.

  • To create a new template, go to Settings > System Email Templates and click on the subtemplate link to create a new template
  • Click on Add Subtemplate
    • You can have multiple subtemplates but only published/active at a time
  • There are 6 templates you can update
    • Below are descriptions for each template and their available tags

Forward Invoice for Approval

  • The email is sent from a user to another user during the invoice approval process
  • If you want to notify another user of an invoice, click on the actions icon on the Vendor Invoice Approval
  • Available Tags
    • Subject Tags
      • ##VENDOR##
    • Body Tags
      • ##COMMENTS##
      • ##DESCRIPTION##
      • ##INVOICE_NUM##
      • ##NOTES##
      • ##LINK##
      • ##USER_NAME##
      • ##VENDOR##

New User Notification

  • The system will send you the New User notification email whenever you add a new user in the system; forward the email to your new users to provide them their login and a link to the site
  • Available Tags
    • Subject Tags
      • ##CLIENT_NAME##
      • ##USER_FULL_NAME##
    • Body Tags
      • ##CLIENT_NAME##
      • ##USER_FULL_NAME##
      • ##SITE_ALIAS##
      • ##USER_EMAIL##
      • ##USER_PASSWORD##

PMS Daily Recap

  • The email will go to the project manager giving them an update of all of their project tasks
  • Available Tags
    • Subject Tags
      • ##DATE##
    • Body Tags
      • ##DATE_HEADER##
      • ##NUMBER_OF_PROJECTS##
      • ##PROJECTS_DETAIL##
      • ##LIST_OF_PROJECTS##
      • ##PROJECTS_WERE##

PMS Task Due Date Reminder

  • The email is sent to a user on a task when a project task is coming due
  • Available Tags
    • Body Tags
      • ##TASK_DUE_DAYS##
      • ##TASKS_ARE##
      • ##TASK_LIST##

Review Purchase Order

  • You will receive the email when a user creates a purchase order and you are responsible for approving the PO
  • Use the link on the email to go into the system and approve the PO
  • Available Tags
    • Subject Tags
      • ##PO_NUM##
    • Body Tags
      • ##CUSTOM_TEXT##
      • ##PO_NUM##
      • ##PO_LINK##

Vendor Contact Us

  • Your Vendor can submit a contact us form to you through Vendor Center
  • You will receive the email template with information about the vendor contact and their message
  • Available Tags
    • Body Tags
      • ##EMAIL##
      • ##NAME##
      • ##MESSAGE##

Vendor Purchase Order

  • The email is sent to a Vendor when a purchase order is approved by your team
  • The email can provide information about the purchase order and a link to Vendor Center so they can approve the purchase and submit invoices
  • Available Tags
    • Subject Tags
      • PO Numbers – ##PO_NUM##
    • Body Tags
      • Contact Full Name – ##NAME##
      • PO Number – ##PO_NUM##
      • Vendor Center URL – ##VENDOR_URL##