> For the complete documentation index, see [llms.txt](https://docs.xorosoft.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xorosoft.com/xoroerp-1/configuration/application/email-templates/creating-email-templates.md).

# Creating Email Templates

Email templates are used to streamline effective communication by crafting emails for all the communication sent by the system to ensure consistency and professionalism across all your emails.

### Configuring Email Templates

Creating an email template involves entering the entity, email type, subject, and body. The email templates module also provides multiple placeholders that can be added to the email body.

{% hint style="info" %}
To configure email templates, go to **Menu > Configuration > Application > Email Templates**
{% endhint %}

#### Email Template Fields

<table><thead><tr><th width="197">Field</th><th>Description</th></tr></thead><tbody><tr><td>Template Level</td><td><p>This field allows you to select the system level at which the template will be available. There are 2 options to choose from:</p><ul><li><strong>Application:</strong> Select this option if the template will be used across the entire application.</li><li><strong>User:</strong> Select this option if the template is specific to a particular user.</li></ul></td></tr><tr><td>Select Entity</td><td>Choose the entity that the email template will be associated with (Sales Order, Estimate, Purchase Order, Bill, Invoice, etc.). </td></tr><tr><td>Email Template</td><td>Select the email associated with the selected entity that you want to configure. Click on the "Add Template" option beside this field to add a new template for the entity.</td></tr><tr><td>Select Placeholder</td><td>This field allows you to select the placeholders to insert in an email. Placeholders are dynamic fields that will be replaced with actual data when the email is sent. For example, if you include the placeholder "CustomerName" in the email, it will be replaced with the customer name to which the email is being sent. </td></tr><tr><td>CC Email</td><td>If you want to send a CC of the email to additional recipients, enter their email addresses here. To add multiple recipients, separate multiple email addresses with commas.</td></tr><tr><td>Email Subject</td><td>Enter the subject line of your email in this field. This should be clear and concise, giving the recipient a good idea of the email's content.</td></tr><tr><td>Email Body</td><td>Enter the body of the email in this field. This is the main content of your email. You can use a combination of text and placeholders to craft a personalized message. You can use the options at the top of this section to customize the email text to your preference. Ensure the body is well-structured and informative.</td></tr></tbody></table>

After configuring all the details, click "Save" to create the email template. After the email template is configured, whenever an email is triggered from the system, the email template will be used.

### FAQ

**1. How Can I Change the Name of a Saved Email Template?**

**A:** You cannot directly rename an existing saved email template. However, you can create a new template with a different name while retaining the configuration and email body of the existing template.

**Step 1:** Navigate to **Menu → Configuration → Application → Email Templates**.

**Step 2:** Select the required **Template Level** and **Select Entity**. Click **Add a Template** next to the **Email Template** field.

**Step 3:** In the **Add Template** popup, enter the new name in the **Template Name** field.

**Step 4:** From the **Import From** dropdown, select the existing email template whose configuration and email body you want to reuse.

**Step 5:** Click **Save**. The new email template is created with the specified name and the configuration imported from the selected existing template.

{% hint style="info" %}
Each saved email template is added to the **Import From** dropdown after the Email Templates module is reloaded. You can use this option to create a new template with a different name while retaining the content of an existing template.
{% endhint %}

**2. How can an image be added to an email template?**

**A:** Yes, images can be added to an email template by inserting the image URL directly into the email template body or script. Ensure that the image URL is publicly accessible and functional so that the image can be rendered correctly when the email is sent.       &#x20;

To use your **company logo** in an email template, first upload the logo in **Menu > Admin > Company > Company Info** (if it has not already been uploaded). Once the logo is available, right-click the company logo image and select **Copy Image Address** (or the equivalent option available in your browser). This copies the image URL, which can then be pasted into the email template body wherever you want the company logo to appear.


---

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Field	Description
Template Level	This field allows you to select the system level at which the template will be available. There are 2 options to choose from: Application: Select this option if the template will be used across the entire application. User: Select this option if the template is specific to a particular user.
Select Entity	Choose the entity that the email template will be associated with (Sales Order, Estimate, Purchase Order, Bill, Invoice, etc.).
Email Template	Select the email associated with the selected entity that you want to configure. Click on the "Add Template" option beside this field to add a new template for the entity.
Select Placeholder	This field allows you to select the placeholders to insert in an email. Placeholders are dynamic fields that will be replaced with actual data when the email is sent. For example, if you include the placeholder "CustomerName" in the email, it will be replaced with the customer name to which the email is being sent.
CC Email	If you want to send a CC of the email to additional recipients, enter their email addresses here. To add multiple recipients, separate multiple email addresses with commas.
Email Subject	Enter the subject line of your email in this field. This should be clear and concise, giving the recipient a good idea of the email's content.
Email Body	Enter the body of the email in this field. This is the main content of your email. You can use a combination of text and placeholders to craft a personalized message. You can use the options at the top of this section to customize the email text to your preference. Ensure the body is well-structured and informative.