Purpose
Email Templates allow users to configure multiple email layouts for various modules across the system, promoting consistency and ease of use when exchanging email communications. Templates can include merge fields that automatically populate with record-specific information when emails are sent.
Access Path: Gear Icon > Company > Email Templates
List View
Browse and manage all configured email templates
- Search templates by name or keyword
- View templates organized by module assignment
- Create new templates with the "+" icon
- Delete templates with the Trash Can icon
- Click any template to open its detail view for editing
Search & Filter Options
Locate specific email templates by entering text into the search field.
| Search By | Template name or keyword |
| Search Behavior | Filters the template list as you type |
Actions
Buttons available in the list view for managing email templates.
| "+" Icon | Creates a new email template |
| Trash Can Icon | Deletes the selected email template |
Column Headers
Columns displayed in the email templates list.
| NAME | The name of the email template |
| MODULE | The module where the template is available — this field is required when configuring templates |
Selected Record View
Detailed view of an individual email template with configuration fields and merge field options
Template Details
Core configuration fields for each email template.
| Name | The template name as it appears in the list and selection dropdowns |
| Module | The module where this template is available — determines which merge fields are accessible |
| Subject | Default email subject line that auto-populates when the template is selected |
| Body | Default email body content composed using the rich text editor — supports merge fields, formatting, and HTML |
Merge Fields
Merge fields are placeholders that automatically populate with record-specific data when the email is sent. The available merge fields depend on which Module is selected for the template. Merge fields for Message Templates work similarly but support fewer modules — see the Message Templates article for that workflow.
| Merge Fields Dropdown | Displays available merge field placeholders based on the selected module — select a field to insert it at the cursor position in the email body |
The following modules have module-specific merge fields available for email templates.
| Clients | Company name, address, contact info |
| Contacts | Name, email, phone, title |
| Quotes | Quote number, amount, date, items |
| Jobs | Job number, address, status, pricing |
| Bids / CO Request | Bid details, contract info |
| Contracts | Contract value, terms, dates |
| Invoices | Invoice number, amount, line items |
| Purchasing | PO details, vendor info |
| Shipping | Shipping details, tracking |
| Work Tickets | Ticket details, assignments |
Frequently Asked Questions
Common questions about creating, using, and managing email templates in TRUE
Creating & Managing Templates
- Navigate to Gear Icon > Company > Email Templates.
- Click the "+" icon to create a new template.
- Enter a Name for the template.
- Select the Module where this template will be available.
- Enter a default Subject line.
- Compose the email Body using the rich text editor.
- Click Save to create the template.
Yes, email templates can be modified at any time.
- Navigate to Gear Icon > Company > Email Templates.
- Click on the template you want to edit.
- Make your changes to the name, subject, body, or module.
- Click Save to update the template.
- Navigate to Gear Icon > Company > Email Templates.
- Locate the template you want to delete.
- Click the Trash Can icon next to the template.
Merge Fields
- Select a Module in the template settings to enable module-specific merge fields.
- In the email body, position your cursor where you want the field.
- Select the desired merge field from the Merge Fields dropdown.
- The merge field placeholder is inserted (e.g.,
{{ClientName}}) and will be replaced with actual record data when the email is sent.
Yes, if a field exists in TRUE within a module, it can potentially be added as a merge field.
- Click the "?" (Help) icon in the upper right corner of TRUE.
- Select Request Support.
- Submit a feature request describing the merge field you need and which module it should apply to.
Using Templates
- Navigate to the eForm you want to send.
- Click the Email button.
- In the pop-out menu, click the Email Template dropdown.
- Select your desired template from the list.
- Review and customize the email as needed.
- Click Send.
- Navigate to the record (Leads, Quotes, Jobs, etc.).
- Click Notify Contact or Notify Client.
- In the pop-out menu, click the Email Template dropdown.
- Select your desired template.
- Review and customize as needed.
- Click Send.
Templates only appear in the modules they are assigned to. Check the following:
- Module assignment: Verify the template is assigned to the correct module in Email Templates settings.
- Record type: Ensure you are in a record that matches the template's module assignment.
- Template saved: Confirm the template was saved after creation or editing.