Setting up Custom Email Templates

Custom email templates are a standard feature of Salesforce. See "Managing Email Templates" in the Salesforce Help for information.

You can use custom email templates within your organization for the following tasks:

  • Overriding the standard behavior performed when you send a sales invoice by email.
  • Sending mass email, such as reminder letters, remittances and statements, to your accounts.

Sample Email Templates

Go to the Certinia Developer website (developer.financialforce.com) and install the Accounting Reporting Expansion Pack on the AppExchange for a selection of sample email templates.

Sending PDF Sales Documents to your Customers

When you click Email PDF on a:

  • "Complete" Sales Invoice's detail page for Classic edition or
  • "Complete" sales invoice on the Sales Invoices Lightning page,
  • a standard message and attachment is sent to the specified email address.

The format of this message depends on whether or not you have created an email template with a unique name of "codaSalesInvoiceStandard":

  • If you have not created a custom email template of this name, the default email message format is used and the sales invoice is attached as a PDF file.
  • If you have created a custom email template of this name, the custom format you have defined is used.

Your custom "codaSalesInvoiceStandard" email template must have the following characteristics:

  • It must be a Visualforce template.
  • Its unique name must be codaSalesInvoiceStandard.
  • Its Available For Use flag must be set.
  • Its Recipient Type must be "User".
  • It must be related to codaInvoice__c.

You can place this template in any folder.

The same applies to sales credit notes. The main difference is the unique name must be codaSalesCreditNoteStandard.

Warning:

If you include the <messaging:attachment filename="example.txt"> tag in your template, this will override the standard behavior with regard to the attachment of the sales invoice as a PDF file. We recommend that you do not use this tag unless you do wish to override this behavior.

Sending Mass Email

If you want your users to be able to send mass emails to your Salesforce accounts, you must create or modify a custom email template for each type of message to be sent. For example, if you want users to send out remittance advices, reminder letters or statements, they must have access to a set of email templates.

A custom email template for sending mass email must have the following characteristics:

  • It must be a Visualforce template.
  • Its Available For Use flag must be set.
  • Its Recipient Type must be "Contact".
  • It must be related to the appropriate object for its mass email type:
Type Related to Object Selection Definition Master Object
Reminder Sales Invoice Sales Invoice
Remittance Payment Media Summary Payment Media Summary
Statement Mass Email Account Transaction

You can place these templates in any folder.

Email Templates for use with Collections Plus

The following table summarizes the text and Visualforce(VF) email templates that you can use with Collections Plus.

Reminder/Statement Type

Email Template (Text)

Email Template (VF)

Acceptable Email Templates

Sales Invoice (SIN) Reminders

Reminder 1

Reminder 2

Reminder 3

Sales Invoice Standard (Related Object - Sales Invoice)

Any Text type email template

VF template with Related Object - Sales Invoice

SIN Reminders with Conga

Reminder 1

Reminder 2

Reminder 3

 

Any Text type email template

VF template with Related Object - Saies Invoice

SIN Reminders - Group by Account

Reminder 1

Reminder 2

Reminder 3

 

Any Text type email template

VF template wh Related Object - Account

Billng Document (BD) Reminders

Reminder 1

Reminder 2

Reminder 3

Billing Document Email Template (FFA) - Communities Billing Document

FFBC Templates (Billing Central) - Billing Document Emil Template

Any Text type email template

VF template with Related Object - Billing Document

BD Reminders with Conga

Reminder 1

Reminder 2

Reminder 3

 

Any Text type email template

VF template with Related Object - Billing Document

BD Reminders - Group by Account

Reminder 1

Reminder 2

Reminder 3

 

Any Text type email template

VF template with Related Object - Account

Customer Statements   Statement (Related Object - codaMassEmailAccount) Statement (Related Object - codaMassEmailAccount)