Cloud WMS Email Templates

Created by Datapel Integration, Modified on Wed, 7 Jan at 4:20 PM by Summer Bandong

Introduction to Email Templates

Cloud WMS supports customizable email templates directly within the application. This functionality is User-based, meaning each user manages their own set of templates tailored to their specific workflow.

[!NOTE] If a user is unable to see these options, verify their software version and contact Datapel Support for an upgrade if necessary.

Creating and Saving Templates

Navigate to Document: Open the required document (e.g., Invoice or Packing Slip) from the Sale or Despatch menus.
Access Email Menu: Click the Attachments tab or Manifest tab, right-click the document, and select E-mail.
New Email Message screen will Open
Customize Content: In the New Email Message screen, customize the body by adding text, logos, or images.
Save Template: Click Add Template, enter a unique name for your template, and click OK.

The next time you email an attachment, your saved template will be available in the drop-down list.

Managing Templates (Delete/Remove)

To clean up or remove old templates:

Within the Email interface, go to Email Templates.
Click the Combo box (drop-down) and select the template you wish to remove.
Press Delete Template located in the lower left corner.
Select OK to confirm.

Configuring Sender Profiles (BCC & From)

To ensure emails are sent from the correct address and saved with your profile:

Navigate to Options > Preferences.
Select the General Tab.
Click the link on the right side "Manage My Email Templates and Signatures.."
On the right side of the CC field, click Show BCC and then Show From to enter the email addresses you want to include.
To save your changes as a new template, select “ Add Template." Enter a new template name or just click OK to update the existing template.
Enter the From and Reply-to email addresses.
Important: Tick the box "Save from Sender Profile with Email Templates".

Workflow Restriction

The following fields can be auto-populated for signatures should your Std signature require these to automatically change per logged-in user.
Else each user can tweak their template after the std is deployed.

USERFIRSTNAME
USERLASTNAME
USERFULLNAME
USEREMAILFROM
SUBJECT
CONSIGNMENT = Shipping Ref (if nothing then "TBC")
SHIPMETHOD= Shipping Method 
PACKDATE (if not packed then "TBC")
SHIPDATE (if not shipped then "TBC")
ORDERNUMBER (sales / other)
PONUMBER (purchases)
COMMENT
SHIPNOTE
ORDERTOTAL (SubTotal + Tax)
ORDERFXTOTAL (SubTotal + Tax) / SpotRate)
CURRENCYCODE
PAYNOW = Pay Now link if service is enabled
FIRSTNAME
ACCOUNTNUMBER = CardIdentification

There are some fields that are variable fields. They must be in dbl square brackets.
Example:
[[USERFIRSTNAME]]
When creating template, it is advisable to copy the template into your own custom template and it is best to use MS Word.

Related Information

Updating the default email / SMTP credentials

WMS Email Setup

Cloud WMS Email Setup for Office 365