How To: Add Company UDAs into Email Templates

Table Of Contents

Prerequisites
Add a Company UDA to an Invoice Email Template
How It Works
Limitations
Additional Information
Related Articles
Company User Defined Attributes (UDAs) can be added to Invoice email templates, allowing information stored against a customer record to be automatically included in outgoing invoice emails.
This can be useful for displaying customer-specific reference information, account details or other custom data directly within the email message.
Important: Setting up Email Message Templates is considered an advanced user feature.

Prerequisites

Before adding Company UDAs to an email template:
  • The required Company UDA must already exist.
  • The UDA must contain data against the relevant company records.
  • You must use an email template of type INVOICE.
For information on creating Company UDAs, see How To: Setup Company UDAs.

Add a Company UDA to an Invoice Email Template

  1. Open an Email Manager screen using (show me how).
  2. Open an existing email template with a Type of INVOICE, or create a new invoice email template by following How To: Setup Email Templates.
  3. Press Alt + E or click Edit to enter edit mode.
  4. Position the cursor within the email body where the Company UDA value should appear.
  5. Double-click the Company UDA Item tag from the available tag list, or use the insert button to add it to the template.
  6. Select the required Company UDA from the drop-down list.
  7. Click OK.
  8. Continue editing the template as required.
  9. If applicable, add the Item Template and To Follow Item Template tags to the email body.
  10. Press Ctrl + S or click Save to save the email template.

How It Works

When an invoice email is generated:
  • Khaos Control reads the selected UDA from the customer record.
  • The value stored in that UDA is inserted into the email body.
  • Each customer receives their own UDA value automatically.
This allows invoice emails to be personalised without manually editing each message.

Limitations

The following Company UDA types cannot be used with the Company UDA Item tag:
  • Yes / No
  • List
Only supported UDA types can be inserted into invoice templates.

Additional Information

  • Company UDAs must be configured before they can be used in email templates.
  • The UDA must contain a value against the company record for information to appear in the email.
  • Company UDA tags can only be inserted into the main body of the message template.
  • Multiple Company UDAs can be added to the same email template if required.

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