If you plan to send booking confirmation emails, proposal emails, artwork emails or invoicing emails from MagManager, you will need to customise the email document templates. If you are going to send out invoices from MagManager, you will also need to customise the PDF which is the standard invoice document template.
Tips - Before you start to customise the templates
We recommend you type the text directly into the editor but if you plan to copy and paste text, it must be plain text that's copied over. DO NOT copy & paste directly from Word as hidden formatting is included which is not visible in the editor but can be seen when viewing in code view - the </> icon on the editor toolbar.
From a PC - add your text into Notepad and copy it from there into the MagManager Editor
From a MAC - add your text into TextEdit. Click format and choose Make Plain Text. Copy the text from there into the MagManager Editor
Once the plain text is in the MagManager editor it can be formatted from there.
Steps to customise the system document templates
Step 1 - Go to the main Settings page.
Step 2 - Under Admin > Select Document Templates.
Step 3 - A list of the system documents are displayed > Click the name of each document in turn to customise.
Step 4 - Edit the text as required.
Taking the Booking Confirmation Email as an example.
The yellow boxes are tokens from the sidebar - the data in the email will be automatically populated by MagManager based on the user details, the client record details and their booking. The tokens can be added by selecting them from the sidebar and removed by clicking on them in the editor and clicking delete.
Things to personalise:
Update the logo
Add your contact details
Personalise the text to suit your own style
Step 5 - Click Save at the bottom of the page.
Overview of the system documents
The system documents are the ones that MagManager uses in the following situations:
Booking Confirmation Email: After creating (or modifying) a booking for a client, when you click Save and Email, this email template is used.
Booking Confirmation Pdf: Allows you to print a Pdf version of the booking confirmation.
Content Assigned Email: When content (artwork) is assigned to a user, they will automatically receive an email from this template.
Invoice: The template used for creating pdf files for your invoices.
Invoice Email: The template used for emailing invoices to your clients.
Proposal Document: The template used for create the proposal
Proposal Email: After creating a proposal for a client, when you click email, this is the template used.
Provisional Booking Email: After creating (or modifying) a provisional booking for a client, when you click Save and Email, this email template is used.
SMS Template: Template used for sending SMS messages.
Statement Email: Template for sending statements for users who use have MagManager set as their Accounts Package. (Users connected to a third party accounts package such as Xero would use there statement facility).
If you have the MagManager client portal enabled, you will also see the following:
Client Artwork Approval Request: For email sent when you request artwork approval from a client.
Client Artwork Request: For email sent when you request artwork from a client.
Portal Welcome Email: Allows clients to set up their own password to access the client portal.
About tokens
The document templates allow you to use your own text and images along with ‘tokens’ or placeholders that will be automatically filled with client data when the documents are sent. These are listed on the left-hand side of the document template.
The list of available tokens will change depending on the context, so if you are modifying the booking email template, you will have the option to send an email to the Artwork Contact, and if you are working on the invoice email template, you will see the Accounts Contact in the list.
How tokens are displayed on the sidebar
To add a token to the editor, simply select it from the sidebar.
How tokens appear in the editor
Once added to the editor all token will appear with their name in a yellow background.
