Default Email Formats
This screen lets you set, for each AdmCloud document type (invoices, quotes, sales orders, purchase orders, payroll payslips, etc.), which custom Email Template (HTML) to use by default. That way, when someone in your company emails that document without choosing a specific template, AdmCloud automatically uses the one you configured here.
What it is and what it's for
AdmCloud ships with a standard email format for every document that can be emailed, but it also lets you design your own Email Templates (with HTML code) on the Email Templates screen — for example to add your logo, change the layout, or include your own message. Once you have your own template, this screen is where you tell AdmCloud "use this template by default" for each document type, instead of having to pick it by hand every time someone sends an email.
If you don't assign a custom template to a document type here, AdmCloud keeps using the system's standard email format for that document; you don't have to fill in every field.
This configuration covers documents from several areas: Accounts Receivable (Credit Invoice, Cash Invoice, Credit Note, Debit Note, Cash Return, Account Statement), CRM (Quote, Sales Order), Payroll & HR (Payment Voucher, Time Off, Time Off Authorization), Customer Service (New Service Request, Service Request Status Change) and Purchasing (Purchase Order).
How to use it
- If you don't have the email template you need yet, create it first on the Email Templates screen (you can reach it from the link in this screen's notice box, or by clicking any field's label).
- On this screen, find the document type you want to configure (for example "Credit Invoice" or "Quote") and, in its dropdown, select the email template you want to use by default.
- Repeat the previous step for every document type you need; you can leave blank the ones you want to keep sending with AdmCloud's standard format.
- Click Save. The change applies immediately: the next email of that document type will use the template you just assigned.
Main capabilities
- Assign a custom Email Template as the default for each document type that can be emailed.
- Leave any document blank to keep using AdmCloud's standard email format.
- Create new email templates from the same link on each field, without leaving the configuration flow.
- Review the audit log with this configuration's change history (who changed it and when).
Key fields
| Group | Configurable documents |
|---|---|
| Accounts Receivable | Credit Invoice, Cash Invoice, Credit Note, Debit Note, Cash Return, Account Statement. |
| CRM | Quote, Sales Order. |
| Payroll & HR | Payment Voucher, Time Off, Time Off Authorization. |
| Customer Service | New Service Request, Service Request Status Change. |
| Purchasing | Purchase Order. |
Validations when saving
- Every field is optional: you can save while leaving blank any document type you don't need to customize.
- Each field only lets you choose an existing Email Template; if the template you're looking for isn't on the list, create it first on the Email Templates screen.
- Every change is recorded in this screen's audit log, with the user and the date of the change.
Availability and permissions
- Viewing and editing this screen requires the "Email Templates" permission on your user group.
- This screen is only available if your company has the Custom Email Formats feature enabled. Among AdmCloud's plans, that currently means the Premium Plus Payroll plan and the Enterprise edition; if your plan doesn't include it, the screen shows a message stating the feature isn't available on your edition.
- There's an equivalent screen for document printing formats (used when printing or downloading a document's PDF), which is available on every plan and is documented separately.
Tips and common mistakes
Seeing a message that the feature isn't available on your edition? That means your current plan doesn't include Custom Email Formats; contact AdmCloud to learn about the editions that do.
Test the template before setting it as the default here. Send the document while manually picking the new template, confirm it looks the way you expect, and only then assign it on this screen so it's used automatically.
You don't need to configure every field at once. You can assign default email templates gradually, as you create each custom Email Template.