Creating Email Templates

Welcome back. In this module, we're going to be taking a look at some of the email options you have available for you in Netsuite. And specifically in this lesson, I'm going to show you how to set up email templates. So let's get into it.

So here we are in our home dashboard, and if we go to documents down to templates and over to email templates, you can click that new, but let's just click on email templates and it's going to pull up a whole list of all of the email templates that you currently have available to you. So any email templates that have been made so far you'll find here. In this case we only have two so far.

So let's click on new and let's make a new email template. So the first thing we're going to have up here, we have the ID for the average user. That's not something you're going to deal with, but when you're setting up Suitescripts, you're going to want to have those IDs filled in, but you are going to want to fill in the name of the template. So the let's put an invoice notification one.

All right. So we've now named it, and you can also put in the description, especially if you've got a lot of different templates, you can describe what that template specifically for. So it's easy to differentiate from other similar templates. You can also put the record type. You don't have to set that, but if it's, for example, a template type that just relates to transactions or customers, you can set what that template is going to be kind of linked to and where you're going to see that template as an option. So really that blank for now and if we go down.

So here we see in this template sum tab, we've got the subject. So this is literally going to be your subject header line so we can put in your invoice number and let’s so you can create it from a file format, you can make it the template from file format, or you can just simply type what you want. The template to say. So we're going to have that text editor selected and we're going to start typing in and you'll notice a lot of the functions you have here. This are like just basic word document options. So there's nothing too complicated there.

So let's say we want to notify a customer when an invoice has been generated and sent to them. We're sending that in an email. So we're going to say dear and we want to say customer, but we obviously it's a template, so we want to link to whoever that customer is. So we want to put a dynamic field that links up to whoever the appropriate customer is. So the way we do that is notice up here says field type, and if you click on that, it gives you a bunch of kind of categories. So in this example, we wanted a customer, so click on that and suddenly this field over here changes and it gives you a bunch of options that relate to a customer. So in this case, we wanted a name.

So let's go down to name, click on that and notice it puts in that dynamic field right there. And even if you don't know anything about programing or scripting, you can just look at that and obviously tell it's talking about it's pulling from a customer entity ID and it's putting that name in there so we can put a comma and then say, We have received your order totaling and let's put the amount for the invoice. So let's go down to in this case you'll be a transaction, right? If it's an invoice, it's transactional and let's put in the total. Here we go. And you can obviously fill in the rest of the email, whatever else you'd want to say in that template.

But we're going to leave it like that for now. You get the idea. And I want to show you these other tabs we have. So there's restrict access. And basically what that does is this going to give you a couple options of limiting that template to only certain people, whether it's just yourself or a few others. So you have that option. It's not necessarily a common thing that gets selected, but you do have that option.

And there's also marketing. Not going to get into that in this video, but there are marketing emails that can be sent and this subtype gives you some options relating to that. So we'll cover that more in another video, but just be aware that that is there.

And then there's categories. So categories is especially if you're dealing with a lot of email templates, it might be sensible to categorize them. So you don't just when you're looking for a template, 5000 templates pull up, you can kind of go, okay, well this is a template for the summer sales program that we're doing. So it just kind of narrows it down to that category so you can make the categories here and give a description of them, etc., so that you're able to kind of filter down when you're looking for your templates.

But we’re going to leave that there for now. So we go back to the template and we've got our information and our body there. So we're going to hit save. And our email template successfully saved and that's it for creating an email template in Netsuite.

In the next lesson, I'm going to show you how to put that template to good use. So I'll see you there.

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