Email Templates

To access this form, go to Payroll>System Setup>Email Templates, or Maintenance>Accounts Receivable>Email Templates

Use this form to create default and customized email templates for forms that are emailed from MIP Fund Accounting. You must set up default preferences, such as a subject and message for each type of form in the system before creating any customized email templates.

Note: The "Default" template cannot be deleted.

Note: Before creating a new template, your organization must set up an SMTP connection. At this time, you cannot set up SMTP in MIP Cloud - it must first be set up in MIP Classic. See Setting Up SMTP and Email Functions .

After setting up email capabilities for your organization, proceed to the Email Templates page and fill out the fields on the form.

 

Email Template Details

Email Type Select an email type from the drop-down list, such as "AR Invoice" or "Customer Statement". Then you will define the default email preferences for each process type, such as From email address, and subject.
Email Template

Select <Default> or enter a name for the template for this Email Type.

  • It is recommended that you create and save a <Default> process template for each Email Type before creating any additional Email Templates.

  • We recommend that the <Default> process template be defined with internal email routing information and generic messaging content.

Note: You can get creative and customize email templates for each individual customer per email type, or create customized email templates for specific purposes (such as Final Notice or Past Due Invoices). Note that to do this, you will need to select each one individually on each recipient's Email Tab (in their record) before processing invoices and/or statements.

 

Email Routing

From

Enter the email address from where the email is being sent (this field is required to send emails.) For example, you might want to enter your company’s email address, if you have rights to monitor it.

  • Note that if the "Use Custom Credentials" checkbox was selected and a username entered by the Administrator during SMTP setup, the "From" email address on this form must match that username.

  • You cannot use a username with someone else's email address when the "Use Custom Credentials" checkbox is selected.
Cc

To send emails with this template to another address, use this field. Email addresses entered in this field will display to the recipients.

  • If you are entering multiple email addresses, each address must be separated with a semicolon and a space. For example: you@email.com; me@email.com.

Bcc

To send emails with this template to another address, use this field. Email addresses entered in this field will not display to the recipients.

  • If you are entering multiple email addresses, each address must be separated with a semicolon and a space. For example: you@email.com; me@email.com.

Note: We recommend that the organization include their email address as a Cc or Bcc so that you can collect historical information about the emails being sent from MIP Cloud. Do not delete these emails, as they are your only historical record.

 

Email Subject and Content

Subject Line Enter the subject line for the selected Email Type. This text displays in the subject line of all emails sent for this Email Type.
Customize Email Content

Enter a message to be included in all emails for the selected Email Type. For example, it could include information such as a contact person and telephone number that would be applicable to all customers receiving an emailed invoice.

 

The icons under "Customize Email Content" correspond to the following actions:

Bold, Italicize, or Underline text
Justify text left, center, or right
Insert a bullet point list
Insert a hyperlink
Adjust the text font size (defaults to "inherited size")
Change the color of the text
Change the color of the background
Insert an image (from a URL only)

Insert a merge field.

 

Available merge fields in the Payroll module:

Available merge fields in the Accounts Receivable module:

 

When you are finished making your changes, click .