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Main menu > Tools
Introduction #
Email templates allow you to create reusable standard emails for your recurring communications: sending invoices, reminders, order confirmations, notifications, etc. Each template can include dynamic data from Kafinea records. You can access template management via Tools > Email Templates.
1. Create an email template #
An email template consists of:
- Name: the model's name (to identify it in the list)
- Module: the module for which the template can be used (Invoices, Quotes, Accounts Receivable, etc.)
- Subject: The subject of the email, which may contain shortcodes
- Body: the email content, including formatting and shortcodes
Shortcodes allow you to automatically insert data from the record: customer name, invoice number, amount, due date, etc.
2. Use a template #
When sending an email from Kafinea (from a record , an invoice, a quote, etc.):
- Click on Send an email
- Select the desired model from the list
- The subject line and body of the email are pre-filled with the registration data
- Customize as needed, then send
Good to know: Email templates can also be used by workflows to send automatic notifications.
3. Frequently Asked Questions #
Can I automatically attach a PDF?
Yes, when sending an email from a record (invoice, quote), you can attach the PDF document generated from the document template.
Are the shortcodes the same as those for document templates?
Yes, the available shortcodes depend on the selected module and are the same for both document and email templates. See the Shortcodes page for a complete list.
How do I create a multilingual template?
Create a template for each language and select the appropriate template when sending, based on the recipient’s language.