Email Templates

An email template determines the default content and formatting of the email message you send to customers.

• If you are emailing one customer, you can always see the email and edit the content and formatting before sending.
• If you are emailing a group of customers, the default email cannot be edited before sending.

Email templates use the Advanced Word Processor.

R.O. Writer Email Templates

Email templates are saved and stored in the ROWriterData folder on the hard drive when R.O. Writer installs.

The following table describes the R.O. Writer templates.

Template Name	Used When:
Default	You click the Send button on the Edit Customer window. You click the Send Email button in the toolbar of an open ticket.
Estimate PDF	You email a PDF of an estimate from an open estimate.
Repair Order PDF	You email a PDF of a repair order from an open repair order.
Repair Order Follow Up	You send follow-up emails to the customer after finalizing repair orders. These are sent During end-of-day processing. When you select Closed R.O. Followup in the Marketing module.
Appointment Reminders	Emailing an appointment reminder.

To Edit Templates

You access and manage email templates in the Email Setup Configuration setting.

NOTE: You edit template content in the Advanced Word Processor.

Complete these steps:

1. Open the Configuration module.
2. Click File menu > Email Setup.
3. Select a template from the Document Templates dropdown list and click the Edit button.

4. The email template opens in the Advanced Word Processor.
   
   • The From address defaults to the name and email address entered in Email Setup.
   • Some templates display a Subject line that can be edited and saved.

5. Edit the text in the body of the email.
   
6. Click the Save toolbar button to save your changes.

To Create New Templates

Complete these steps:

1. Open the Configuration module.
2. Click File menu > Email Setup.
3. Select <New Document> from the Document Templates dropdown list and click the Edit button.

4. The Word Processor opens with a blank content area.
   • The From address is blank.
     • Leave it blank. When the template is saved, the From field defaults to the name and email address entered in Email Setup.
   • No Subject line is available at this point.
     • After you save the template with a name and open it to edit it, the Subject field appears and you can enter a Subject line and save it when you save your edits.

5. Edit the text in the body of the email.
   
6. Click the Save toolbar button save your changes.
7. Save the document in the ROWriterData folder (selected by default) as an .RTF file.

8. Click Save. The template appears with the name in the title bar.

Creating Templates in Word Processor

You are also able to create and edit existing documents using the Advanced Word Processor.

Email Templates and Central Office

If you use Central Office:

• The same templates can be used for all shops at the Central Office location because the shop information is a merge field.
• Templates do not transmit from the Central Office to the store.