Introduction to document and email templates
Add a unique look and feel to your documents by personalizing your document and email templates. Cin7 Core uses Word templates for documents and emails; with some basic editing and mail merge skills, you can customize existing templates and create new ones.
Cin7 Core have a dedicated support team for resolving template issues, don't hesitate to contact Cin7 Core Support for help.
Access templates
Select Settings from the main menu, then Document and email templates.
Templates are divided by section (purchase, sale, inventory, POS, etc.). Within each section you can see default templates for each document type (purchase order, purchase invoice, etc.) within that section.
Each document can have both a document template and an email template.
Document templates generate PDF documents which you can print, save to your device, or send as an attachment with an email.
Email templates display in the body of an email and also set the email subject line.
Edit a template
Download document and email templates to customize them.
Select Settings from the main menu, then Document and email templates.
Select the type of document you want to customize.
Select Download template or Download email. If there is no existing document or email template, you will not see a button.
Edit a document template with mail merge with detailed, step-by-step instructions. There are some important mail merge details to be aware of to preserve template structure and save your changes. You can also see a video tutorial of the process with template editing.
Add a new document template
Each section (purchase, sale, inventory, etc.) has the option of adding a new template for any document type (purchase order, sales order, etc.) in that section. We recommend starting with downloading an existing template and editing it rather than creating new templates from scratch to more easily preserve the template mail merge structure.
.doc and .docx files are acceptable template formats. Font size, alignment, and other formatting is carried over to the document or email.
Download an existing template
Select Settings from the main menu, then Document and email templates.
Find and open the document type you want to add a new template for.
Download the template.
Edit the template
Open the template with Word or similar.
Toggle field codes on with Alt + F9/Option + F9.
Edit the template while respecting the mailmerge structure. You can also add or remove text, move fields around, and add fields. See Edit a document template with mailmerge for detailed instructions.
Right-click any changed fields and select Update field to show your changes.
Check that any TableStart tag has a matching TableEnd tag, then save your template.
Upload edited template
Click New in the section of your choice to begin.
Select a Template type (purchase order, sale order, etc.)
Give a unique template name to your template.
Use Browse to find your edited document template to upload. You can also add an email template, email subject line, and default email recipients.
Save your changes. You can now select your new template when printing or emailing that document type (for example, purchase invoices from the invoice tab of a purchase order).
Add an email template
By default, no Cin7 Core documents have an email template. This means the email body and subject are blank when emailing a document to a customer. You will need to add an email template if you want one for a document type. We recommend using our sample email template provided, or modifying an existing document template, to preserve the mailmerge structure.
Sample email template (sale fulfillment): EmailTemplate1.docx
.doc and .docx files are acceptable template formats. Font size, alignment, and other formatting is carried over to the document or email.
In this example, we will add an email subject line and simple email body template with a company signature for a purchase order.
Download an existing template
Select Settings from the main menu, then Document and email templates.
Find and open the document type you want to add an email template to, in our example, this will be the Purchase order template.
Download the template.
Edit the email template
Open the template with Word or similar.
Toggle field codes on with Alt + F9/Option + F9.
Delete parts you do not want to use (e.g. footer content, tables) while respecting the mailmerge structure. You can also add or remove text, move fields around, and add fields. See Edit a document template with mailmerge for detailed instructions.
Right-click any changed fields and select Update field to show your changes.
Check that any TableStart tag has a matching TableEnd tag, then save your template.
Upload the edited template
Return to Cin7 Core and your document templates.
Select the purchase order template you selected in step 2.
Enter an email subject line. Clicking Email subject opens a menu with clickable fields which can be inserted into the email subject line.
Use Browse to find your edited email template to upload.
Save your changes.
Now when emailing a purchase order to a supplier, your new email template will be applied:
Configure default email recipients
You can configure who receives an email with a document template by default. This includes templates that do not have an email template and that just send an attached PDF.
Select the document to configure email recipients for to open a pop-up window.
Under Configure email recipients, you will see several options. This specifies who this document will be sent to by default. You can always email the document to different recipients manually.
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The following default email recipients are available:
All active users: Send email to all active users of your organization.
All company contacts: Send email to all of your organization's company contacts.
Mailing list: Send email to all contacts added to a mailing list.
BCC addresses: Any other email addresses, separated by commas.
Send to the supplier: Sends email to the supplier for the purchase order. By default, this is enabled (only available for purchase documents).
Send to the customer: Sends email to the customer for the sale order. By default, this is enabled (only available for sale documents).
Send to sales rep: Sends email to the sales rep associated with the sale order (only available for sale documents).
Save your changes to finish.
Configure email sender
You can configure the email sender, changing which email address appears in the From field.
Select Settings from the main menu, then General settings.
Go to the Organization section.
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Look for setting Send emails from and select an available option:
Company's billing contact
Currently logged-in user
Company's billing contact (sent from the system)
Currently logged-in user (sent from the system)
Sent from the system option which will send the email from the selected email address, but will display to the receiver as the company name instead. This option can help stop emails from ending up in the spam folder.
Reset and delete templates
Reset any template back to the default template for that type by clicking on the template, then clicking Reset. Non-default templates can be deleted from the same pop-up window with Delete.
Examples
Here you can find instructions for common template editing scenarios.
Add Pay Online (Cin7 Pay)
With Cin7 Pay, you can add Pay Online buttons to your document templates, making it easy for customers to pay quickly.
First, enable the channel:
On your Cin7 Pay dashboard, open the My account tab.
Under Configuration > Payment channels, select Pay By Invoice.
Click Save.
Now download the document template you want to add Pay Online to:
From the navigation, open Settings.
Open Document and email templates.
Select a Sale template to update.
Click Download template.
Add the merge field to the template:
In Microsoft Word, open the template.
If you see the PROTECTED VIEW warning, click Enable Editing.
On your keyboard, press Ctrl+A (to select everything) and then Alt+F9 (to unlock the merge fields).
Click and select where you want to add the Pay Online button.
Under Insert > Text on the ribbon, click Quick Parts > Field.
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On the dialog:
Set Field names to MergeField.
In Field name, enter “Cin7Pay”.
Set Format to (none).
Deselect all Field options.
Deselect Preserve formatting during updates.
Click OK.
Save the document.
You should see the following field added to your document: { MERGEFIELD Cin7Pay }. Now upload the template:
In Core (Document and email templates > Sale), click New template.
Choose the Template type.
Enter a Template name.
Upload the updated template (click Browse besides Choose a document template).
Click Save.
When customers receive a document with this template, they can click Pay Online to open Cin7 Pay and complete their payment.
Troubleshooting
Why is Cin7 Core putting the invoice in the body of the email?
This is because you have uploaded an invoice template as an email template for the document. To have a clear email body, reset the template.
I modified the Sale Quote template and it doesn't work now. How do I get the default version?
Reset the template to return to the default version.
When I generated my custom invoices and packing list, my header is displayed in another font instead.
This means that the font is not available and user needs to embed it on the document.
How can I change the number of decimal places in mailmerge field code?
Decimal points of output value of a field can be adjusted by adding field code switch \# i.e. changing {MERGEFIELD Price1} to {MERGEFIELD Price1 \#,##0.00} for two decimal places in output value for price1, {MERGEFIELD Price1 \#,##0.000} for three decimal places in output value for price1 and {MERGEFIELD Price1 \#,##0} for no decimal places in output value for price1.
What is "Error: Error! Unknown op code for Conditional" in a document?
Templates do not work when field data includes special character like ". Special characters break the data and cause errors when printing document as explained in screen capture below,
Comment field in 2 line of Quote includes "
and this is how the document will prints out....
so to avoid this issue, user need to remove " character from comment field.