Outlook Email Templates

 

Using Outlook Email Templates

Microsoft Outlook has the ability to create email messages using a prewritten email as a template. When opening a saved email template file, a new email is created that is a direct copy of the template. Changes made to this email do not affect the original template.

 

To use this feature, you firstly write an email as you would normally. You do not specify any recipients. Then you save the email as an Outlook Template (.oft) file from the main menu button of the email as shown here.

Select "Outlook Template (*.oft)" in the 'Save as type' box in the Save As dialog, then browse to your desired save location. Then click Save.

 

Note: To edit a saved template, you must repeat this process. Template files cannot be edited directly - they can only be saved by overwriting it with an email being saved as a template file.

 

Email templates support rich text and HTML just like normal emails, so you can apply your own formatting. Attachments can also be saved with email templates. This means you can send other documents, such as company newsletters or marketing material, along with the report being sent.

 

Email templates also support text data substitution in the Subject and the Body. This feature is specific for use in the Real Estate Manager software.

The syntax for a data field placeholders is <data:FieldName> where FieldName is the name of a data field.

Typical data field placeholders are:

<data: Address>

<data: SupplierName>

<data: OnSiteContactName>

 

The data fields available depends on the type of email being sent.

 

There are eight different email templates available in the system to be configured. Each template is used for sending a specific, standard document as an attachment to the intended recipient.

·         Owner Statements - For sending owner statements to owners.

·         Financial Statements - For sending owner financial statements to owners.

·         Inspection Reports - For sending inspection reports to owners.
(This feature is pending development)

·         Tenant Receipts - For sending receipts to tenants.

·         Tenant Invoices - For sending invoice statements to tenants.

·         Work Orders - For sending work orders to suppliers.

·         Quote Requests - For sending work orders to suppliers.

·         Remittance Advices - For sending remittance advices to suppliers.

·         Payslips - For sending payslips to staff.

 

The paths to the Outlook Template file are entered on the "E-mail Templates"  tab under the "Property Management" settings on the Department form.


 

Note: Outlook template paths must be stored on a file server on your local computer network so that all users of the software have access to the file.

 

Refer to each section below for the complete set of field names available for each type of email.

Owner Statement Email Template Fields

Here is the complete list of field names available ; emailing Owner Statements:

CreationDateTime

DeliveryDateTime

DeliveryEndDate

DeliveryStartDate

DepartmentNotes

NetRentCommissionPercentage

Notes

NumberOfCopies

OtherCommission

OwnerName

OwnerStatementBatchNumber

PaymentDetails

PaymentToOwnerAmount

PeriodFromDate

PeriodToDate

PropertyAddressText

PropertyGroupNumber

PropertyManagerName

RecipientAddressBlock

RecipientContactName

RecipientEmailAddress

RecipientMobilePhone

RecipientNameOnLetters

RentCommission

RentReceived

SmsAlertActive

SmsAlertSent

 

 

RecipientNameOnLetters is usually the owner's name, but the recipient is not always the owner so it is best to use RecipientNameOnLetters instead of OwnerName.

 

Owner Financial Statement Email Template Fields

Emailing Financial Statements uses the set same fields as for Owner Statements.

Tenant Receipt Email Template Fields

Here is the complete list of field names available when emailing Tenant Receipts:

CreationDateTime

Date

Number

Notes

Amount

PostChequeToAddress

AddressText

PayeeName

Cancelled

CancellationDate

DatePresented

PayeeAddress

ChequeNumber              

Drawer

AccountName

AccountNumber

BankName

BankBranchName

BSB

ReasonName

PaymentMethodName

WeeklyRentGSTInclusive

RentAmount

InvoicesAmount

BankAgentNumber

BPayNumber

OtherDepositNumber

VacancyDate

RentalReviewDueDate

RentalReviewPeriod

RentalReviewAmount

NormalRentAmount                                                      

RentPaymentPeriod

RentalPaymentDayOfMonth

PartialPaymentAmount

PaidToDate

NextRentPeriodStartDate

NextRentChangeDate

NextRentAmount

NextRentPaymentPeriod

NextRentalPaymentDayOfMonth

RentPeriods

RentPeriodStartDate

RentPeriodEndDate

CorrectedPartialPaymentAmount

CorrectedPaidToDate

PaymentPlanStartDate

PaymentPlanEndDate

PaymentPlanAmount

PayerName

RentHoldingDepositBalance

RentDeductionAmount

RentDeductionReason

Tenant Invoice Email Template Fields

Here is the complete list of field names for Tenant Invoices:

Number

DateInvoiced

TotalAmount

GstAmount

AmountAllocated

AmountPaid

LastPaymentDate

AmountDue

DueDate

Notes

Reason

AddressText

OwnerNames

DateLastPaid

WriteOffNotes

InvoicedToName

DebtorName

PostInvoiceToAddress

SupplierServiceTypeID

PeriodFrom

PeriodTo

LastInvoicedDate

RepeatingText

RepeatingFrequency

Work Order Email Template Fields

Here is the complete list of field names for Work Orders:

                Number

                CostEstimate

                AmountCharged

                GSTAmount

                GSTPayable

                GSTInclusive

                WorkDetail

                CoveredByInsurance

                ActualCompletionDate

                DateIssued

                DateCancelled

                OnSiteContactName

                CompletionDate

                AgreedCompletionDate

                OwnerInstructions

                AuthorisedByStaffName

                SupplierName

                Address

                UrgentRepairAuthority

                MaintenanceNotes

                HookNumber

                CancelReason

Quote Request Email Template Fields

Here is the complete list of field names for Quote Requests:

Number

JobNumber

QuotedAmount

WorkDetail

DateIssued

DateAccepted

DateCancelled

OnSiteContactName

DueDate

CompletionDate

AgreedCompletionDate

OwnerInstructions

GSTPayable

GSTInclusive

AuthorisedByStaffName

SupplierName

Address

UrgentRepairAuthority

MaintenanceNotes

HookNumber

ServiceTypeName

 

Supplier Remittance Advice Template Fields

Here is the complete list of field names for Supplier Remittance Advices:

CreationDateTime

Date

Number

Notes

Amount

PostChequeToAddress

PayeeName

Cancelled

CancellationDate

DatePresented

PayeeAddress  

Paid

ChequeNumber              

Drawer

AccountName

AccountNumber

BankName

BankBranchName

BSB

Staff Payslip Fields

Here is the complete list of field names that can be used when emailing payslips to staff:

Abn

AcceptsEmail

AcceptsMail

AcceptsSMS

Acn

ActiveSinceDate

AddressText

Attention

CategoryNames

Code

DateOfBirth

DateStarted

Email

Email2

Fax

ForwardingAddressText

GivenNames

HideFromStaffWebList

HideMobileOnWeb

HomePhone

JobTitle

LetterName

MailMergeName

MobilePhone

MobilePhone2

Name

Notes

PeriodEndDate

PostalAddressText

PreferredName

Surname

TerminationDate

TerminationNotes

Title

UserName

WebDisplayOrder

WebPageAddress

WebProfileNotes

WorkPhone

WorkPhoneExt