In Sage Intacct, email templates are a versatile tool for streamlining communication. They can be customized with dynamic content, such as vendor names, invoice numbers, and more. Here's a guide to creating and editing email templates in Sage Intacct, as explained by a Sage Intacct expert.
Navigate to Email Templates:
Go to Company > Setup tab > Settings > Email Templates.
Editing an Existing Template:
Choose a template from the list to edit.
The Email Template screen has three segments: General Information, Addresses, and Message Content.
Name: Choose a descriptive name for easy identification.
Description: Add a brief description of the template’s purpose.
Template Type: Crucial for associating the template with specific transaction types like AR invoices, contracts, order entry transactions, purchasing transactions, change requests, and project change orders.
Note: The 'Contracts' option is generally not applicable to most construction companies in Sage Intacct.
Attachments: Decide if you want to include all documents attached to transactions in the email.
Date Format: Set this according to user preferences.
Static and Dynamic Fields: Use a combination of hardcoded (static) and dynamic fields. For example, a static reply-to address and a dynamic 'To' field, which changes based on the database information.
Finding Merge Fields: Use the help article linked through the question mark icon in the top right corner. This article lists all available fields for the seven predefined template types.
Dynamic Content: Use merge fields to dynamically include details like the company name, document number, total, and due date in the email content.
Logo and Signature: Include a company logo and signature line, with options to position the logo as needed.
Default Templates: Assign default email templates for specific document types, like subcontracts, in the purchasing module.
Vendor-Specific Templates: Override global settings by assigning different email templates to specific vendors in the Accounts Payable section.
When emailing a document, such as a subcontract, the chosen email template will be applied. It includes dynamic fields (like subcontract numbers), static information, and any attached documents.
Users still have the option to override the chosen template at the point of sending.
The email includes dynamic fields filled in with the relevant data, showing the flexibility and utility of customized templates in Sage Intacct.
Email templates in Sage Intacct are a powerful feature for automating and customizing communication. Whether for specific transactions, vendors, or general use, these templates streamline the process of sending out consistent, professionally formatted emails.
For a more detailed walkthrough, watch the full tutorial on mastering email template creation in Sage Intacct here: Mastering Email Template Creation in Sage Intacct. This video provides valuable insights for anyone looking to optimize their use of Sage Intacct's email template feature.