The HTML template

The HTML template is one of the cornerstones of Continia Document Output, as it determines what's in the body of the emails that are sent using Document Output. It’s the text each recipient reads in the email itself.

To be precise, the HTML template constitutes the email body for one email template line. Because each email template line can have its own HTML template, different languages and/or recipients can have different body texts, depending on your setup. Being a mandatory part of the email template, the HTML template must have content in it in order for the email template to work.

With a look and feel like a regular editor, the HTML template enables you to edit not only the email text, but also the signature and the subject field. You can also use merge fields to pull data from Business Central into the text, such as invoice numbers, customer names, or addresses.

To edit the HTML template

In order to edit the HTML template for a selected email template line, follow these steps:

1. Search () for and select Email Templates.
2. In the list of templates, in the Code column, select the template that contains the HTML template you want to edit. The Email Template Card opens.
3. On the Email Template Line FastTab, in the list of template lines, select the line whose HTML template you want to edit.
4. On the FastTab title bar, click Email Template > Edit HTML Template to open the HTML editor page.
5. The General FastTab provides an overview of certain important line settings and enables you to add an email subject:
   • Enabled: Specifies if the template line is enabled on the Email Template Card.
   • Language Code: Specifies if the template line has been filtered for a specific language.
   • Description: Shows what the template line matches on, by listing the variant criteria that have been applied to the line. See also Using multiple variant criteria on template lines.
   • Subject: Enter the subject that will appear in the subject line of emails sent using this HTML template. You can use merge fields here – for example, %1. For reference, see the FactBox mentioned in step 8 below.
6. On the HTML Template FastTab, enter the text that you want to appear in the body of emails sent using this HTML template.
7. The editor's top bar features a number of actions you can use to format and enrich your text. In addition to the font-size and font-type dropdown menus on the left, the following actions are included:
   • Text color: Specify the color of the selected text, either by selecting it in the color gradient or the color presets, or by entering a HEXA, RGBA, or CMYK color code.
   • Bold: Select this to make the selected text bold.
   • Italic: Select this to make the selected text italic.
   • Underline: Select this to underline the selected text.
   • Align left: Select this to position the selected text along the left margin.
   • Align center: Select this to position the selected text evenly between the left and right margins.
   • Align right: Select this to position the selected text along the right margin.
   • Superscript: Select this to raise the selected text slightly above the baseline and shrink its size.
   • Subscript: Select this to lower the selected text slightly below the baseline and shrink its size.
   • Strikethrough: Select this to place a horizontal line directly through the center of the selected text.
   • Link: Select this to convert the selected text to a link.
   • Remove link: Select this to remove all links in the selected text.
   • Insert table: Select this to insert a table, either by using the grid or by entering the number of Rows and Columns (manually or using the arrows).
   • Insert image: Select this to insert an image, either by entering an image URL or by browsing for it (using Select from disk).
   • Insert merge item: Select this to insert one of the following:

     • Merge fields: Select a merge field from the list to insert it.

       Tip

       You can also insert merge fields into your HTML template simply by entering a percent sign ("%"). This opens a list of available merge fields for you to choose between directly in the editor. For reference, see the FactBox mentioned in step 8 below.

     • Merge tables: Select a merge table from the list to insert it.

     • Signatures: Select a signature from the list to insert it. For reference, see step 8 below.

   • Email view: Select this to view a rendition of the text that's closer to the way it will be displayed in the emails that are sent out using this HTML template.
   • Codeview: Select this to toggle to the HTML code version of your text, which allows you to make any HTML code customization (within the confines of email HTML).
8. Optional: The HTML template features a FactBox (collapsed by default) that allows you to perform certain actions. In the upper-right corner, click the FactBox toggle (the circled i) to expand the FactBox, and then perform whichever of the actions you prefer:

   • To add a static attachment, click Attachments > New to open the Upload dialog, and then add the file you want to attach by dragging it or browsing for it.

     Note

     A static attachment is an attachment that's included for all emails that are sent using the HTML template. To download or delete any added attachment, select it in the list, click Attachments, and then click either Show (to download) or Delete > Yes (to delete).

   • To get an overview of the available merge fields, go to the Merge Fields section.

   • To get an overview of the available signatures, go to the Signatures section. To see what a signature contains, scroll to the right and select its number under No. of signatures, which opens the Email Signatures page.

9. In the action bar, click Save Email Template to save your changes.

You've now edited the HTML template for the email template line you selected in step 3 above.

Related information

Working with email templates