Email Templates

Learn how to create and manage Email Templates in AroFlo Office

Updated on November 2nd, 2023

AroFlo lets you create a range of email templates to achieve a consistent, professional look and feel to your emails and save you time. Set them up once and they're there for you to use whenever you need them.

 

Create an email template

Email templates can be created from various locations within AroFlo:

  • Any screen that features Print Options.
  • Workflow list views that feature (envelope icon).
  • Client cards that feature an Email button (top right).

  1. From one of the above locations, select Email.
  2. Click Select Template.
  3. Click Add Template.
  4. Enter a Subject line for your template. This will become the subject line of the email when you apply this template.
  5. Click into the email body field and start typing your message.

    Using data elements

    AroFlo lets you insert any of the information stored in your AroFlo site into your email templates by using data element fields. To insert a data element, place your cursor where you want the field to appear. Use the Static Data window and either scroll by category or start typing the field name in the search box. Click to select the field you want to insert. Data elements appear inside square brackets: [data field] within the template.

    By default, the email body field is set to Text Only (i.e. plain text), but you can select HTML to open a text editor that allows you to format the text, insert images and apply your branding to the template. We recommend using HTML for certain data elements, e.g. Task and Invoice URL links, Online Quote/Invoice links, and Pay Now Links.

     
     
  6. When you've completed your message, click Save As.
  7. Enter a name for the template and click Save.
  8. To locate your new template: start typing the template name into the Name search field at the top, and double-click to select the template. If necessary, you can type over any of the details in the email body.

 

Edit an email template

  1. Go to Print Options and select Email.
  2. Click Select Template.
  3. Select the template you want to edit and click Edit Template.
  4. Make the required changes and click Save.
  5. To make a copy of the template: click Save As, enter a name for the template and click Save.

 

Add Images to an email template

 

Add an external image

Before you begin

You must have the image uploaded on a publicly accessible webpage to copy the address (URL). Then Right click on image and select Copy Image Address

 

You can also upload images to your AroFlo Document Directory and use a sharable link. See our video.

 
  1. Go to Print Options and select Email.
  2. Click Select Template.
  3. Select the template you want to delete and click Edit Template.
  4. Ensure you are in HTML layout
  5. Click on Images Icon
  6. Paste in the URL from the image link address
  7. Alter the width of the image
  8. Save

 

Add an image using static data

Email templates include Static Data Elements, allowing you to pull information out of AroFlo and display them in emails to save you having to enter details manually. 


Certain static data elements (such as saved signatures) include images, which can be displayed on emails.

  1. Go to Print Options and select Email.
  2. Click Select Template.
  3. Select the template you want to delete and click Edit Template.
  4. Ensure you are in HTML layout
  5. Use the Static data search to search for Images.
  6. Click the image to be displayed in your email.
  7. Save.

 

Delete an email template

  1. Go to Print Options and select Email.
  2. Click Select Template.
  3. Select the template you want to delete and click Edit Template.
  4. Click Delete and confirm that you want to delete the template by clicking OK.

 

Set default email templates

Print and Email Default settings allow you to preset email templates across various areas in AroFlo. Set default templates on invoices, quotes, tasks, purchase orders, compliance forms, supplier quotes and credit notes.

To set default templates: