Steps to customise email document templates
Step 1 - Go to the main settings page.
Step 2 - Under Admin > Select Document Templates.
Step 3 - Select either the System Documents or My Documents tab depending on where the document is located.
Step 4 - Click the name of the document you wish to modify, this will open the document in the MagManager editor.
Step 5 - The To, CC, BCC fields.
Click in the ‘To’ field, and you will see a context-sensitive list of options for the contact you may wish to send the email to.
NOTE: If you select a token for the Accounts Contact or Artwork contact, MagManager will use the Primary Contact by default if these other contacts are not available for a client. For this reason, you should not include both the Primary Contact and Accounts Contact tokens in the same email.
Click on the contact you want to send the email to, and then click on ‘Email’. This will add a “token” for that contact in the ‘To’ field of emails you send.
You can add email address tokens to the CC or BCC fields in the same way, if you wish to.
Step 6 - Attachments
If you wish to add an attachment such at 'Terms & Conditions' to the email template - click on the Attachments field and select the attachment from the drop down menu (assuming you have already uploaded it.) Or if you wish to add a New Attachment, click on the Choose File button to add a new file.
TIP: If you also add a token for “Current User”, an email will also be sent to the login email address of the person who sends the email.
Step 7: The email body
You will see that the body part of the email template is made up of ordinary text, and ‘tokens’ highlighted in yellow. You can delete existing tokens and add new ones from the token list at the left-hand side of the template.
To add new tokens, click in the template where you want place the token, and then locate and click on the token you want to add,
If you click on a yellow highlighted token, you will see it turn to orange, and a box will appear where you can enter a default value to be used if the actual value is not available. When you are finished, click in the main content box again.
Once you have set this value, it will appear in the default box when you click on the token. The default can be removed by clicking on the red Delete button.
Step 8: Formatting email templates
You can format your email template using the formatting toolbar. This has some of the features of a word-processing app, such as the ability to make text bold or italic. You can also change the font size or choose from a limited set of fonts.
Save the template when you have finished.
Step 9 Adding a logo or image
To add a logo or other image to the document template, click on the image icon to upload your logo. You can then click on your image in the template and adjust the size of the image, and whether it is aligned left, right or centre.
Detailed steps can be found here - How to add an image or logo to a document template
Step 10 - Recommended logo size
A good typical size for a rectangular logo is 200px – 400px. Although you can resize an image in the editor, how it displays will depend on how the receivers email reader renders images. So it's recommended that you upload the image as the actual size in pixels and also save the image at a low resolution suitable for emailing so that the file is ideally under 50kb.
Step 11 - Recommended banner size
The maximum width for a banner image you want to display across the width of the email message is 850px. Although it is possible to add images to a mailing, they should be used with caution and are best used in conjunction with a knowledge of html.
Step 12 - Add your business details
It's a legal requirement to include your business name, company number, place of registration and registered address preferably in a text format. It's also good practice to include your phone number, your email address and website details. And If you are VAT registered, include your VAT number. All these things have help email deliverability.
TIP - If you have access to someone with a knowledge of html, clicking on the code button </> on the toolbar allows you to access the html for more advanced formatting (although it may be easier to work in a code editor and copy and paste in - ideally from notepad to avoid pasting unnecessary hidden formatting.)
Steps to modify the invoice document template
If you will be sending out invoices from MagManager, you will want to modify the standard invoice document template, which create the PDF of the invoice, before you start invoicing.
Step 1 - Go to the main settings page.
Step 2 - Under Admin > Select Document Templates.
Step 3 - On the System Documents tab > Select Invoice, the standard document type.
Step 4 - You can modify the default template in the same way as was described above for email templates.
Step 5 - Click the Preview button at the very bottom left of the screen, and MagManager will download a PDF file with sample data.
TIP: When you are ready to start creating invoices, create just one to start with so you can check that the PDF looks the way you want it to.
