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Email and SMS templates

Settings / Other / Email templates

This page contains a table with a list of email templates created. You can use these templates across the system. If you find a Template setting in a particular form, you can use it to choose one of the ready-made options.

Apart from that, you can also select templates that the system will automatically use for specific actions: columns Default, Ending contract, New CP password, New request, Cancellations, Renewal and Auto suspension.

You can choose one option only in each of the columns because the system needs to know exactly which templates is to be used in a given situation. In the list, the template selected is marked with a green check mark. The rest of the templates are marked with a red cross.

If all the templates in the list are marked with a red cross, it means that you have not chosen any one of the options yet. As a result, the relevant feature (one that requires a template) cannot work. In such cases, you have to change the settings. Click on a particular cross. The cross turns into a check mark.

You can change the settings again. You only need to click on a different cross . When you do that, the requested change takes place.

If a particular template is selected in at least one column, it is not possible to delete it. The corresponding icon is greyed out.

Default

In this column, you can select which template is to be used when regular invoices are automatically sent to clients based on the settlement of the corresponding proforma invoices. Check also the general invoicing settings (Invoicing / Settings / General / items proforma_automatic_send and proforma_mail_copy) and the individual client settings (Client card / Information / Edit / checkbox Do not send invoices created from proforma invoices).

Ending contract

In this column, you can select which template is to be used when informational emails about ending contracts for Internet services are sent. Check also the general system settings (Settings / Syst. settings / General / items user_ending_contract_send, user_ending_contract_days, user_ending_contract_hour, user_ending_contract_email, system_mail and system_mail_name).

New CP password

In this column, you can select which template is to be used when emails with a link for creation of a new Client portal password are sent to clients. These emails can be generated based on Client portal requests made by individual clients (Did you forget your password? Or you do not have one yet?) or they can be generated by the user directly in the Client card (Client card / Information / CP password / checkbox Send a Create new password email to the client). The template used has to contain the $CI_PASSWORD_LINK$ text. The text is replaced with a specific link during the sending process. It is also necessary for client email addresses to be entered into the system and for the items system_mail and system_mail_name in the general system settings (Settings / Syst. settings / General) to be filled in.

New request

In this column, you can select which template is to be used when emails are sent to clients after receiving their requests. Check also the general system settings (Settings / Syst. settings / General / items send_email_after_new_client_request, system_mail and system_mail_name).

Cancellations

In this column, you can select which template is to be used when informational emails are sent to clients after their services have been automatically deleted (after the end of the specified notice period). These emails are sent to clients only if the checkbox Delete service automatically when cancellation date is over is checked in the settings of a particular cancellation. These emails have nothing to do with the acceptance of a cancellation by the provider. Check also the general system settings (Settings / Syst. settings / General / items system_mail a system_mail_name).

Renewal

In this column, you can select which template is to be used when informational emails about time-limited contract renewals are sent to clients. Using the emails, you can inform your clients of the fact that they are supposed to visit their Client portal and choose whether they agree to the renewal or not. The emails are sent only in connection with those services whose settings include a time-limited contract and a particular value in the Contract renewal field. Check also the general system settings (Settings / Syst. settings / General / items user_ending_contract_days, user_ending_contract_prolongation, system_mail and system_mail_name ).

Auto suspension

In this column, you can select which template is to be used when informational emails about automatic service suspension are sent to clients. Check also the general invoicing settings (Invoicing / Settings / General / item send_email_to_suspended_client and possibly also billing_mail and billing_mail_name). If a client’s service is automatically suspended for some reason (suspension by the Invoicing module for non-payment or suspension based on a set plan), the client will receive such an email. Suspension reason can be added to these emails using the $SUSPENSION_REASON$ variable.

Invoicing / Settings / Invoice groups / Email templates

This page allows you to change the global email template settings for individual invoice groups. By default, the global settings apply. The status is symbolized by a letter S next to a check mark. You can change the settings in the way described above. If a particular individual invoice group setting is not the same as the corresponding global setting, there is no letter S next to the check mark. You can cancel the individual setting by clicking on the corresponding check mark. If you do that, the system automatically switches to the global setting. The default template for a given action will be the same template as the one selected in the global settings.

There is one more column: Visibility. You can specify which templates are to be offered in the email template selectboxes across the system. Templates that are assigned to at least one action cannot be made invisible.

Settings / Other / SMS templates

This page contains a table with a list of SMS templates created. You can use these templates across the system. If you find a Template setting in a particular form, you can use it to choose one of the ready-made options.

Apart from that, you can also select templates that the system will automatically use for specific actions: columns Default and Auto suspension.

You can choose one option only in each of the columns because the system needs to know exactly which templates is to be used in a given situation. In the list, the template selected is marked with a green check mark. The rest of the templates are marked with a red cross.

If all the templates in the list are marked with a red cross, it means that you have not chosen any one of the options yet. As a result, the relevant feature (one that requires a template) cannot work. In such cases, you have to change the settings. Click on a particular cross. The cross turns into a check mark.

You can change the settings again. You only need to click on a different cross . When you do that, the requested change takes place.

Default

In this column, you can select which template is to be used when information is sent to clients about the fact that regular invoices have been automatically issued to them based on the settlement of the corresponding proforma invoices.

Auto suspension

In this column, you can select which template is to be used when informational SMS messages about automatic service suspension are sent to clients. Check also the general invoicing settings (Invoicing / Settings / General / item send_sms_to_suspended_client). If a client’s service is automatically suspended for some reason (suspension by the Invoicing module for non-payment or suspension based on a set plan), the client will receive such a text message. Suspension reason can be added to these messages using the $SUSPENSION_REASON$ variable.

Invoicing / Settings / Invoice groups / SMS templates

This page allows you to change the global SMS template settings for individual invoice groups. By default, the global settings apply. The status is symbolized by a letter S next to a check mark. You can change the settings in the way described above. If a particular individual invoice group setting is not the same as the corresponding global setting, there is no letter S next to the check mark. You can cancel the individual setting by clicking on the corresponding check mark. If you do that, the system automatically switches to the global setting. The default template for a given action will be the same template as the one selected in the global settings.

There is one more column: Visibility. You can specify which templates are to be offered in the SMS template selectboxes across the system. Templates that are assigned to at least one action cannot be made invisible.

Invoicing / Settings / Templates / Reminders

If you want to create or edit email/SMS reminder templates (information about non-payment), you can do it in Invoicing / Settings / Templates / Reminders.

Invoicing / Settings / Templates / Notifications

If you want to create or edit email/SMS notification templates (information about invoice settlement), you can do it in Invoicing / Settings / Templates / Notifications.