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Email Letter Templates

Setup multiple letters to be sent out

New Menu Item called "Email Letter Template"

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Add / Edit Email Letter

The Email that is sent out must be embedded into the email with the Description of the Letter for the Header of the email.

Sencha latest version makes use of a text editor, see if we can use that to make up the letters.

This allows formatting and pictures to be embedded.

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Placeholders

Placeholders can be added to the templates to be substituted with the values they reference when the email is sent. 
For a piece of text to be identified as a valid placeholder and substitued it needs to be:

  • On the same line
  • Enclosed in square brackets
  • Not contain embedded square brackets
  • Less than 100 characters, including spaces and punctuation and excluding the square brackets, in length
  • Match one of the placeholders in the table below.  Spaces, punctuation and letter case are ignored. For example [CustomerContactFullName] or [CUSTOMER_CONTACT_FULL_NAME] will match the Customer Contact (Full Name) placeholder. The spaces and punctuation are optional and for readability only. 
Placeholders
 Substitution
 Notes

[Contact Person Name]

 The first and last name of the Customer Contact separated by a space. 

1, 2

[Contact First Name]

 The first name of the Customer Contact.  1, 2

[Contact Mobile]

 

 The mobile number of the Customer Contact.

[Contact Telephone]

 The telephone number of the Customer Contact.

[Contact Email]

 The email address of the Customer Contact.

[Action]

 The description of the Action completed for the Action. For example "Check Out"

[Action Code]

 The code of the Action completed for the Action. May match the description. For example "Check Out"

[List of Assets]

 A list of Assets for which the action is completed for.
Each item in the list is the Asset Number, followed by a dash and then the Asset Name.

[List of Asset Names]

 A list of the names of the Assets for which the action is completed for.

[Number of Assets]

 The number of assets for which the action is completed for. 

[Total Count of Assets]

 The total count of all the assets for which the action is completed for. 

[Name of Customer Company]

 The company name of the customer.

1

 

[Customer Address Line 1]

 Address Line 1 of the Customer's physical address


[Customer Address Line 2]

 Address Line 2 of the Customer's physical address


[Customer Address Line 3]

 Address Line 3 of the Customer's physical address


[Customer Address Line 4]

 Address Line 4 of the Customer's physical address


[Customer Address Postcode]

 Postcode of the Customer's physical address


[Branch Address Line 1]

 Address Line 1 of the Branch's physical address

1

[Branch Address Line 2]

 Address Line 2 of the Branch's physical address

1

[Branch Address Line 3]

 Address Line 3 of the Branch's physical address

1

[Branch Address Line 4]

 Address Line 4 of the Branch's physical address

1

[Branch Address Postcode]

 Postcode of the Branch's physical address

1

[Asset Return Date]

 The Return Date of the asset in YYYY-MM-DD format.
If there is more than one asset in the email then the first is selected.
  

[Asset Return Long Date]

 The Return Date in "DAY, MONTH DD, YYYY" format. For example "Wednesday, July 02, 2025".

[Return Days]

The number of days before or after the return date.

If there is more than one asset in the email then the first is selected.

  

[WOF Date]

The warrant of fitness date in YYYY-MM-DD format.

If there is more than one vehicle in the email then the first is selected.

 3

[WOF Long Date]

The WOF Date in "DAY, MONTH DD, YYYY" format. For example "Wednesday, July 02, 2025"

[WOF Days]

The number of days before or after the WOF Date.

If there is more than one asset in the email then the first is selected.

[Reg Date]

 The vehicle registration date in YYYY-MM-DD format. 
If there is more than one vehicle in the email then the first is selected.
 3

[Reg Long Date]

 The Reg Date in "DAY, MONTH DD, YYYY" format. For example "Wednesday, July 02, 2025".

[Reg Days]

The number of days before or after the Reg Date.

If there is more than one asset in the email then the first is selected.

[Reg]

The Vehicle registration number.

 3

[Vehicle Description]

 If the asset is a vehicle the Description as set in the Vehicle Register form for the asset.
If there is more than one vehicle in the email then then each subsequent item is preceded by a comma or "and" for the last item.
 3

[Vehicle Count]

 The number of vehicle assets in the email 3
Notes
  1. Used in CRM Email Templates also [WIP]
  2. For CRM Email Template this placeholder can be substituted by value for the Company Branch contact person depending on the mailing list set up. [TBD]
  3. Requires the asset to be marked as a vehicle.

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