1. Others
  2. Action and Document Management
  3. Flows

Set up templates
Activity Flow

Use templates to define the contents of an email.

Designer Designer Start Start Set up templates Set up templates Use templates to define the contents of an email. For each template, you can define the text and placeholders as used in the text.On a document type, you link a template to each communication profile of type Output type which output is Email. Procedure 1. Click Action and document management design. 2. Click Templates. 3. Click New. 4. In the Template field, type a value. 5. In the Description field, type a value. 6. In the Language field, enter or select a value. 7. In the Editor section, enter the template text. Note: You can use placeholders as variables in the text. Put a placeholder between percentages: %value%. 8. Close the page. Set up placeholders Set up placeholders For a template, you can use placeholders in the text. A placeholder defines a variable that is filled with an actual value when an email is created.If on creation of an email, a placeholder variable is not filled, the placeholder is not shown in the email. Procedure 1. Click Action and document management design. 2. Click Templates. 3. In the templates list, find and select the desired record. 4. You can create placeholders based on the placeholders as defined in the template text: %value%. Click Update from template. Note: - You can also create a placeholder that is not yet used in the template text. To do so, click new and fill in the Placeholder field. Start and end the placeholder with a %. - If you update placeholders from the template, automatically the %SUBJECT% placeholder is added. The value of this placeholder is used as the subject of an email. 5. Click Yes. 6. In the Placeholders list, find and select the desired record. 7. In the Default value field, type a value. 8. Close the page. Notes You can also define a condition to be met for a placeholder to be used. You can use these fields to define the condition:Data sourceFieldOperatorValue fieldsIf you define a condition, always define the Default value. This is the value that is used if the condition is not met. Need function  for placeholder? Need function  for placeholder? Add function to template placeholder Add function to template placeholder You can use a function to define the value of a template placeholder.Several predefined functions are available. You can, for example, use a function to do a calculation, to set a date or time, or to set a specific value.Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field.For a parameter, you can enter a table field of:A predefined set of tables:AttachmentYou can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.LabelYou can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.RecipientYou can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.SenderYou can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.TextBlockYou can only use text blocks that are defined for the related document type perspective.TextFragmentYou can only use text fragments that are defined for the related document type perspective.UserNotesYou can only use user notes that are defined for the related document type perspective.The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.Note: Before you can enter a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type. Procedure 1. Click Action and document management design. 2. Click Templates. 3. In the Templates list, find and select the desired record. 4. In the Placeholders section, in the list, find and select the desired record. 5. Click Add function. 6. In the Function field, enter or select a value. As an example, select: (sum(Real,Real)). 7. Sub-task: Define parameter. 8. In the parameters list, find and select the desired record. 9. Click Add table field to open the drop dialog. 10. In the Data source field, enter or select a value. 11. In the Field name field, enter or select a value. 12. Click OK. 13. Sub-task: Add parameter. 14. Click Add parameter. 15. Click OK. 16. Close the page. Need table field  for placeholder? Need table field  for placeholder? Add table field to template placeholder Add table field to template placeholder For a placeholder, you can define a table field which value is inserted in the template text at the position of the placeholder.You can add a table field of:A predefined set of tables:AttachmentYou can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.LabelYou can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.RecipientYou can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.SenderYou can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.TextBlockYou can only use text blocks that are defined for the related document type perspective.TextFragmentYou can only use text fragments that are defined for the related document type perspective.UserNotesYou can only use user notes that are defined for the related document type perspective.The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.Notes: Before you can add a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type.The selected table field is entered in the Placeholder value field. Example: [SALESTABLE.CustAccount].You can add additional text to the placeholder value. Example: Sales order '[SALESTABLE.SalesId]'. Procedure 1. Click Action and document management design. 2. Click Templates. 3. In the templates list, find and select the desired record. 4. In the Placeholders list, find and select the desired record. 5. Click Add table field to open the drop dialog. 6. In the Data source field, enter or select a value. 7. In the Field name field, enter or select a value. 8. Click OK. 9. In the placeholder value field, you can make changes to the entered value. 10. Close the page. End End Yes No Yes No

Activities

Name Responsible Description

Set up templates

Designer

 		Use templates to define the contents of an email. For each template, you can define the text and placeholders as used in the text.
On a document type, you link a template to each communication profile of type Output type which output is Email.

Set up placeholders

Designer

 		For a template, you can use placeholders in the text. A placeholder defines a variable that is filled with an actual value when an email is created.
If on creation of an email, a placeholder variable is not filled, the placeholder is not shown in the email.

Add function to template placeholder

Designer

 		You can use a function to define the value of a template placeholder.
Several predefined functions are available. You can, for example, use a function to do a calculation, to set a date or time, or to set a specific value.
Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field.
For a parameter, you can enter a table field of:
  • A predefined set of tables:
    • Attachment
      You can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.
    • Label
      You can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.
    • Recipient
      You can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.
    • Sender
      You can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.
    • TextBlock
      You can only use text blocks that are defined for the related document type perspective.
    • TextFragment
      You can only use text fragments that are defined for the related document type perspective.
    • UserNotes
      You can only use user notes that are defined for the related document type perspective.
  • The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.
Note: Before you can enter a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type.

Add table field to template placeholder

Designer

 		For a placeholder, you can define a table field which value is inserted in the template text at the position of the placeholder.
You can add a table field of:
  • A predefined set of tables:
    • Attachment
      You can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.
    • Label
      You can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.
    • Recipient
      You can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.
    • Sender
      You can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.
    • TextBlock
      You can only use text blocks that are defined for the related document type perspective.
    • TextFragment
      You can only use text fragments that are defined for the related document type perspective.
    • UserNotes
      You can only use user notes that are defined for the related document type perspective.
  • The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.
Notes: Before you can add a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type.

The selected table field is entered in the Placeholder value field. Example: [SALESTABLE.CustAccount].
You can add additional text to the placeholder value. Example: Sales order '[SALESTABLE.SalesId]'.

Activities

Name Responsible Description

Set up templates

Designer

 		Use templates to define the contents of an email. For each template, you can define the text and placeholders as used in the text.
On a document type, you link a template to each communication profile of type Output type which output is Email.

Set up placeholders

Designer

 		For a template, you can use placeholders in the text. A placeholder defines a variable that is filled with an actual value when an email is created.
If on creation of an email, a placeholder variable is not filled, the placeholder is not shown in the email.

Add function to template placeholder

Designer

 		You can use a function to define the value of a template placeholder.
Several predefined functions are available. You can, for example, use a function to do a calculation, to set a date or time, or to set a specific value.
Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field.
For a parameter, you can enter a table field of:
  • A predefined set of tables:
    • Attachment
      You can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.
    • Label
      You can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.
    • Recipient
      You can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.
    • Sender
      You can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.
    • TextBlock
      You can only use text blocks that are defined for the related document type perspective.
    • TextFragment
      You can only use text fragments that are defined for the related document type perspective.
    • UserNotes
      You can only use user notes that are defined for the related document type perspective.
  • The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.
Note: Before you can enter a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type.

Add table field to template placeholder

Designer

 		For a placeholder, you can define a table field which value is inserted in the template text at the position of the placeholder.
You can add a table field of:
  • A predefined set of tables:
    • Attachment
      You can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.
    • Label
      You can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.
    • Recipient
      You can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.
    • Sender
      You can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.
    • TextBlock
      You can only use text blocks that are defined for the related document type perspective.
    • TextFragment
      You can only use text fragments that are defined for the related document type perspective.
    • UserNotes
      You can only use user notes that are defined for the related document type perspective.
  • The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.
Notes: Before you can add a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type.

The selected table field is entered in the Placeholder value field. Example: [SALESTABLE.CustAccount].
You can add additional text to the placeholder value. Example: Sales order '[SALESTABLE.SalesId]'.

Provide feedback