Administrator Guide 2017
Create e-mail templates
Before you start
  1. Draft the e-mail that you wish to use 
  2. Consider which wording will stay the same and which will change depending on the customer, the date, the location, etc.
  3. Convert the wording into HTML using your own editor
  4. Save the HTML document using a folder where you can easily find it for future amendments.
 Why would I use HTML or text e-mail templates?
  1. magic5 can insert form specific information into an e-mail template, such as customer, location, date, etc using dynamic values.
  2. A text e-mail is always recommended as some e-mail recipients do not accept HTML e-mails.
  3. HTML e-mails, however, enable advanced formatting that is unavailable in text e-mails.
Overview of process
  1. Step 1. Create your HTML template List
  2. Step 2. Insert dynamic values into the e-mail template
  3. Step 3. Add HTML templates to the list
Step 1. Create your HTML template List
  1. In the Setup/Maintenance menu, select Lists and click the 'Add List' button.
  2. Enter a Description of 'E-mail templates'.
  3. Click on the Additional Attributes for list entries (advanced) tab.
  4. Tick the box next to Associated image or document.
  5. Tick the box next to Text of e-mail.

  6. Save.
Step 2. Insert dynamic values into the e-mail template
  1. Open the e-mail created above in your usual HTML or text editor.
  2. Insert report processing variables and other dynamic values where appropriate in the document.
  3. HTML templates MUST have angled brackets (< and >) around the dynamic values. For example <%CUSTOMER%> at <%LOCATION%>
  4. Text templates should not have these (see below).
    Example of an e-mail using report processing variables

    Example of an e-mail using report processing variables

    How the above e-mail would look to the customer

    How the above e-mail would look to the customer

  5. Save.
Step 3. Add HTML templates to the list
  1. In magic5 click on 'list entries' for the E-mail templates created in Step 1.
  2. Click on Add item.
  3. In the List Entry tab enter Text to identify the email in the future (this has no other function) and leave the other prompts blank.
  4. In the Additional Attributes tab click on Add attachment to upload the HTML e-mail template created in step 2 (if used).
  5. Open the HTML (if used) in your browser, ensuring that the dynamic values are visible.  Select All and Copy to the clipboard.
  6. If not using HTML, copy the text created in step 2 to the clipboard.
  7. Paste the contents of the clipboard into the box titled Text of e-mail.

  8. Save.
See Also

Customers

Attachments for a customer

Groups

Groups

Users

Users

Concepts

Concepts - Customers, Locations and Contacts
Concepts - Groups