Various settings for sending documents in an email are possible. Many of the presented settings have been copied as templates for email use and may be changed as desired.
- The sender may use either the email address of the company or the email address of the actual user. Alternative email addresses can also be used.
- Each document type (invoice, estimates, reminders, etc.) allows individual templates to be stored. The email form will then initialize using the text in the template. Also, for each document type you may specify whether a blind copy (BCC field) should be mailed to the sender by default. This procedure allows sent emails to be archived.
- The text in the footer appears as the signature at the bottom of the email. When using HTML emails (see below), the text will be added to the placeholder [email.footer].
- Emails can be designed either as plain text or as HTML emails. HTML emails need an HTML template defining the structure and design of the email. This means that the receiver sees the formatted version if the sender has chosen this process. Alternatively, the email will be shown as plain text. This enables the receiver to read the message using programs without HTML capability.
- To send the email in HTML format, an HTML template must be stored. The template defines the structure of the email. To show text in the email, specific placeholder [email.body] need to be placed in the appropriate positions. These placeholders will be replaced by the message. A subject line can also be embedded through a placeholder [email.subject].
- A few things need to be considered when creating HTML for emails. It is advisable to embed CSS instructions and associate them with the appropriate tags. A detailed overview (including some templates) can be found at http://www.campaignmonitor.com/resources/. The EMAIL BOILERPLATE is also a good start when designing HTML emails.