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Email Templates

Use this page to create email message templates. You can create custom email templates for specific events. For example, you can create a template that informs a tenant that their lease is about to expire and you can include the lease number and expiry date in the template.

Before You Begin

  • Make sure that your email parameters are set up. For more information on setting up email parameters, see Configure and send email. Contact your system administrator (IT) if you are unsure.

  • Create a number sequence for the Lease notification job ID. See Generate Number Sequences for more information on creating number sequences.

  • Open a text editor program that can create and save .HTML files. Refer to the placeholder tables below when creating your email template message.

Email Template Placeholder Text

The following section includes HTML placeholders and descriptions. Refer to this table when creating your own email template.

Email template placeholder text
Placeholder Related field HTML example
Common placeholders for all notifications

CONTACTNAME

Contact name

%CONTACTNAME%

CONTACTTITLE

Contact title

%CONTACTTITLE%

LEASENUMBER

Lease number

%LEASENUMBER%

LEASENAME

Lease name

%LEASENAME%s

CUSTAVENDCCOUNT

Customer/Vendor account

%CUSTVENDACCOUNT%

CUSTVENDACCOUNTNAME

Customer/Vendor name

%CUSTVENDACCOUNTNAME%
Placeholders for upcoming lease expiration notification

LEASETERMDATE

End of the lease term

%LEASETERMDATE%

UNIT

Lowest level

%UNIT%
Placeholders for Upcoming lease escalation notification

UNIT

Lowest level

%UNIT%

CHARGENUMBER

Charge number

%CHARGENUMBER%

CHARGENAME

Charge name

%CHARGENAME%

ITEMNUMBER

Item number

%ITEMNUMBER%

BILLINGFREQUENCY

Billing frequency

%BILLINGFREQUENCY%

ESCSTARTDATE

Escalation start date

%ESCSTARTDATE%

ESCENDDATE

Escalation end date

%ESCENDDATE%

ESCAMOUNT

Escalation net amount

%ESCAMOUNT%
Placeholders for upcoming insurance expiration notification

INSURANCEPOLICYNUMBER

Insurance policy number

%INSURANCEPOLICYNUMBER%

INSURANCEDESCRIPTION

Insurance description

%INSURANCEDESCRIPTION%

INSURANCEPROVIDER

Insurance provider

%INSURANCEPROVIDER%

REQUIREDAMOUNT

Required amount

%REQUIREDAMOUNT%

INSURANCECERTIFICATE

Certificate

%INSURANCECERTIFICATE%

INSUREDAMOUNT

Insurance amount

%INSUREDAMOUNT%

POLICYCOST

Policy cost

%POLICYCOST%

POLICYSTARTDATE

Insurance start date

%POLICYSTARTDATE%

POLICYENDDATE

Insurance end date

%POLICYENDDATE%
Placeholders for upcoming custom date notification

UPCOMINGDATE

Custom date value

%UPCOMINGDATE%

UPCOMINGDATELABEL

Description of the custom date

%UPCOMINGDATELABEL%
Placeholders when consolidation is enabled

LINETABLEBEGIN

Beginning of the lines

<!--%tablebegin.line%-->

LINETABLEEND

End of the lines

<!--%tableend.line%-->

Note icon. Note: When you are creating a template that will have consolidated notifications, you must use the LINETABLEBEGIN and LINETABLEEND placeholders in your template. Use those placeholders to separate multiple notifications in one message. Refer to the first example, Consolidated Notifications Template, below.

Notification Template Examples

Below are three examples of email templates.

Copy

HTML code for consolidated notifications

<p>
    Hello %CONTACTNAME% (%CONTACTTITLE%),<br /><br />
    The custom dates below will expire soon. Please check and review:<br /><br />
    <table>
    <tr>
        <td>Lease number</td>
        <td>Lease name</td>
        <td>Account</td>
        <td>Account name</td>
        <td>Custom date label</td>
        <td>Custom date</td>
    </tr>
    <!--%tablebegin.line%-->
    <tr>
        <td>%LEASENUMBER%</td>
        <td>%LEASENAME%</td>
        <td>%CUSTVENDACCOUNT%</td>
        <td>%CUSTVENDACCOUNTNAME%</td>
        <td>%UPCOMINGDATELABEL%</td>
        <td>%UPCOMINGDATE%</td>
    </tr>
    <!--%tableend.line%-->
</p>
Copy

HTML code for lease expiration notification

<p>
    Hello %CONTACTNAME% (%CONTACTTITLE%),<br /><br />
    Lease number %LEASENUMBER% is going to expire soon. End date is next <b>%LEASETERMDATE%</b>. See the details below:<br /><br />
    <table>
    <tr>
        <td>Account</td>
        <td>Account name</td>
        <td>Lease name</td>
        <td>Unit</td>
    </tr>
    <tr>
        <td>%CUSTVENDACCOUNT%</td>
        <td>%CUSTVENDACCOUNTNAME%</td>
        <td>%LEASENAME%</td>
        <td>%UNIT%</td>
    </tr>
</p>
Copy

HTML code for custom date expiration notification

<p>
    Hello %CONTACTNAME% (%CONTACTTITLE%),<br /><br />
    %UPCOMINGDATELABEL% is going to expire soon. End date is next <b>%UPCOMINGDATE%</b>. See below for details:<br /><br />
    <table>
    <tr>
        <td>Account</td>
        <td>Account name</td>
        <td>Lease number</td>
        <td>Lease name</td>
    </tr>
    <tr>
        <td>%CUSTVENDACCOUNT%</td>
        <td>%CUSTVENDACCOUNTNAME%</td>
        <td>%LEASENUMBER%</td>
        <td>%LEASENAME%</td>
    </tr>
</p>

Add an Email Template

To add templates, do the following:

  1. Go to the System administrator module > Setup > Email.

  2. Under Email message content, create a new email template by selecting New.

  3. Select the language and enter a subject line for the email in the Subject field.

  4. Enter a description of the email template, the sender name, and sender email.

  5. On the Action tab, select Email message.

  6. Upload the HTML file you want to use as a template for the body of the email.

  7. Select Save.

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See also