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Email template

To be able to send a quotation, invoice, supply order, etc. by email, you need an email template. You record your standard communication in a template, so that you can build on it when you send an email.

Benefits:

Save time: you do not have to type your text again every time.
Consistency: this ensures that your communication is sent in a consistent and professional way by several colleagues.
Avoid mistakes: in the template you already define the correct texts and attachments. This makes sure that important documents, such as your terms and conditions, are not forgotten.

Use replacement codes to personalise your email templates even further.
That way you can automatically include the customer, the quotation number, the project name, etc. in your communication.

For example:

Dear ${clientName},

Please find attached quotation ${logicId} as discussed.
Kind regards

Creating an email template

Go to Settings > module of your choice > Email templates to create an email template:

Field	Description
Name	Name of the email template. This name is shown when you have several email templates, so that you can make the right choice.
CC	Enter one or more email addresses that you want to put in cc by default. These addresses are placed in cc every time you send an email with this template.
BCC	Enter one or more email addresses that you want to put in bcc by default. These addresses are placed in bcc every time you send an email with this template.
Subject	The subject of the email. You can use replacement codes to automate the subject.
Email body	The content of the email. You format the text with the formatting bar and use replacement codes to fill in the customer name, quotation number, project name, etc. automatically.
Status after sending e-mail	When you send an email, the status can be changed automatically to for example sent.
Status after receiving e-mail	When the email is opened, the status can be changed automatically to for example read. This is registered by means of a tracking pixel.
Status after change requested	Digital signing: if the recipient asks for a change, the status can be changed automatically to for example change requested.
Status after documents signed	Digital signing: if the recipient approves the attachment digitally, the status can be changed automatically to for example approved online.
Merge attachments	This lets you send all PDF attachments as one merged PDF document. Attachments that are not a valid PDF are skipped; you receive a notification about this.

You see the status fields in every module with statuses; they are missing in the dayplanning and in planning items. The fields 'Status after change requested' and 'Status after documents signed' are also only shown in modules where digital signing is possible.

Only enter existing statuses in the status fields. These fields are case and space sensitive: the status you type must match a status that already exists in the module exactly, otherwise it is not recognised.

'Status after receiving e-mail' only works in combination with 'Status after sending e-mail'. Robaws only applies the read status when the document still has exactly the send status at that moment. If you leave the send field empty, or if the status has been changed manually in the meantime, the status remains unchanged.

Do you already have an email template that closely resembles what you need? Then start from that one. With the duplicate action button (the copy icon) on the row of that template you make a copy. It is placed directly below the original, opens with the cursor in the name field and is called name of the original (copy). The subject, the message body, cc, bcc, the status fields, 'Merge attachments' and the attachments are all carried over.

The copy only exists once you save your settings. Changes that you have not yet saved in the original are carried over into the copy.

Adding attachments

You can add files to an email template that are then sent automatically with every email you send with that template. Think of your terms and conditions or a brochure.

You can choose from the following types:

General files
Default documents
PDF templates: the PDF of the document itself, for example the quotation or the invoice
System files
Forms

You can also upload a file directly from your computer. The order in which you place the attachments is also the order in which your customer receives them: drag them to change that order.

This is how you provide your customer with a complete "quotation pack" in one go: a front page, the quotation, the terms and conditions and a closing page.

Watch the size of what you set up here: these attachments go along with every email you send with this template. If, together with the PDF of the document, you exceed your mail server's limit, the email does not go out. If you send via an account of the type OFFICE365_OAUTH2, attachments from 3 MB up are also uploaded to Microsoft separately, which occasionally fails. So keep fixed attachments light — a scanned brochure of a few MB can usually be reduced considerably. See error messages when sending emails if you get a message.

If you send your invoices via Peppol, you choose the attachments when sending. If you always want to include your terms and conditions, record them as a back page in the PDF template.

Do you want an attachment to be visible on the signing platform when signing digitally? In that case tick the 'Signature' option on that attachment. If you do not, the file is still sent as an attachment with the email, but your customer does not see it when signing.

Updated on: 21/09/2026

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