EMAIL Maker for vtiger 7

The Email Maker is extension tool designed for the V tiger CRM. Using EMAIL Maker you can create email templates with predefined information and send them from all the modules. There are available all the fields from source and related modules, the fields related to recipients, the company information and many more. The intention was to provide powerful and flexible tool which allows users of Vtiger CRM to create own email templates. Using the email templates you can send mass emails from list views (e.g. Invoices, Quotes, Products, etc.) and finally save lot of your time. Sending is running in background. You are informed about sending process by small popup window.

The Email Maker benefits are:

• supported mostly inside all modules
• unlimited number of email templates within one module
• simple addition, edit, duplication or deletion of the email templates
• advanced and more creative editing of emails using inserting images, tables, product blocks related blocks or listview blocks and many more

Who needs EMAIL Maker?

The target group of EMAIL Maker users are people sending emails daily (i.e. invoices, info about products, quotes, orders etc.) In addition it is expected that people would like to send more sophisticated and nice looking emails including images, tables or product related blocks, etc. Let’s see how the EMAIL Maker can save your business time on the following use case.

Use case: “It is necessary to send invoice attached to email. In addition it would be nice to add into text of the email some information related to invoice e.g. invoice ID, sum to be paid, date of invoice, info that we are sending a present for free because order was higher than 500 Euro, etc.”

Let’s suppose that you spend just 6 minutes with that email, so you can continue with rest 99 invoices/emails?! OR you can prepare email template and anytime you need just to use it and send tens of emails within few clicks.

 Note: For versions EMAILMaker_4_0 and higher, you will be needing to have installed our Installer in order to activate license keys.

There are currently two options how to install extension:

• (Recommended) Using our Free extension Installer
  (Please visit the Installer page for more info)
• Manually installation using a .zip file
  (You still need to have Installer in order to activate license)

 Note: For versions EMAILMaker_4_0 and higher, you will be needing to have installed our Installer in order to activate license keys.

Since December 2019 we launched our extended version of Installer which helps you install modules and manage extensions.

Make sure you have Installer installed, you can download Installer via our E-shop when you log in under Free Downloads section.
Next, simply install Installer via Module Management in Vtiger CRM by importing the .zip file you downloaded.

After successful installation, you can access Installer in two ways:

• by a click on Notifications Icon and then on the button ,
• or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller.

 Note: To see modules and manage licenses you have to log in to our e-shop with @email and password via button (top right screen side in Installer module).
After log in, you can activate Extensions or our Packages licenses associated to your account via button.

When the license was activated you can see module available in the Modules tab below.
Simply hit the button and Extension is installed now.

Please provide following steps in order to install EMAIL Maker manually:

1. Install the .zip (package) file of the EMAIL Maker module via Setting -> CRM Settings -> Module Management -> Modules. Click on the Import Module from Zip.
   

   Installation of EMAIL Maker for vtiger 7 – step 1

2. Select the .zip (package) file that you downloaded from our shop. Please check that you accepted the disclaimer and would like to proceed. Click on the [Import] button.
   

   Installation of EMAIL Maker for vtiger 7 – step 2

   Note: If you have after this step error message: Sorry! Attempt to access restricted file. Please check if folder test/vlib has correct write permission for browser (apache, www-data).

3. Verify the import details parsed from the .zip (package) file. Please check that you accepted the license agreement and click [Import Now] to proceed or [Cancel] to cancel.
   

   Installation of EMAIL Maker for vtiger 7 – step 3

4. EMAIL Maker was imported
   

   Installation of EMAIL Maker for vtiger 7 – step 4

 Note: In order to finish installation, you need activate license. For that please use our Installer

The upgrade of the module is initiated manually or via our Installer.

Updating via Installer:

• open the Installer in the CRM
• in the Modules tab find your installed module and you should see the button available
• If the new version is available, you will be notified via Installer Notifications icon

Updating EMAIL Maker manually:

Click on Upgrade EMAIL Maker link in Customize tab of EMAIL Maker.

How to update/upgrade EMAIL Maker

So please refer to above installation part for details how to initiate the import of the module from the file. As can be seen on following picture you will be notified that the EMAIL Maker module already exists. The upgrade will start immediately when you click on the [Update Now] button.

How to update/upgrade EMAIL Maker

After upgrade the notification about successful upgrade is shown.

How to update/upgrade EMAIL Maker

In order to start the EMAIL Maker tool please provide following steps:

1. In vtiger CRM menu , please go to PROJECTS  and click on EMAIL Maker.
   

   How to start EMAIL Maker

2. The screenshot below shows EMAIL Maker ListView which is lunched after previous step. As can be seen in the picture below, there are no any email templates created yet. In order to add new template you can click button or link Create New Template.
   

   How to start EMAIL Maker

How to create and edit email templates please refer to the chapter Create new email template. Next chapter describes the whole work area of the EMAIL Maker.

The Work Area of the EMAIL Maker consists of:

• ListView – used for common tasks like add, delete, duplicate template, import and export templates and access to others tools
• DetailView – shows already created email template in details
• EditView – allows the preparation of the new email template or editing existing templates
• EMAIL Maker Pop-Up window– used for sending emails

The common tasks like add/delete/duplicate template, import/export templates or start editing have to be initiated via EMAIL Maker ListView. Click on  (Menu) -> PROJECTS and select EMAIL Maker link and EMAIL Maker ListView will appear on your screen.

EMAIL Maker ListView

The main part of the EMAIL Maker ListView consists of the list of the email templates, which gives you information about a template name, a primary module,  a short description, sharing info, template owner and its status. In the list you can also select one or more templates and consequently delete or export the selected group of templates. As shown in the picture, it is also possible to use links under the button in order to edit or duplicate already created email templates directly from the ListView. Also there is option to search your template.

There are three buttons above the list of email templates:

• contains actions for deletion, import or export of the templates
• is used to add new template
• allows you to add new template theme
• contains Extensions, Profiles Self-defined labels, Product block templates,  License, Update and Uninstall options

Note: How to import or export email template is described in the chapter Export and import templates.

From ListView you can directly open any email template in DetailView. The DetailView consists of:

• Properties tab
  • gives basic information of the email template
  • contains the email template body
• Display conditions – you can hide/show template for record based on created condition(s)
• Styles – if you use Styles4You extension here you can find your added styles
• Documents tab – button allows you to add documents to the email template as attachment. This functionality is not available in EditView; before sending email you will be able to delete this attachment or add additional attachments as well
• Email Workflows – here you can see in which worklow(s) this Template is used
• Group of buttons
  • switches to EditView and start editing
  • creates duplicate of the template and start editing
  • allows you to delete template

EMAIL Maker DetailView

The EditView shown in the picture below is divided into two areas:

• Tabs area – allows user to insert into template different kind of values, fields and to set up properties, sharing and other common settings of the email template. Tabs area consists of following tabs, which are described in the following subchapters:
  • Properties
  • Module information
  • Other information
  • Labels
  • Product block
  • Settings
  • Sharing
  • Display conditions
• Editing area – is mainly used for inserting/editing your own text, tables, images etc. and to make some design adjustment of the template like font change, color, format, size, background color of the text etc. This editing can be initiated via many toolbars located in the above part of Editing area. Please refer to the chapter Editing email templates for the details related to editing.

EditView of EMAIL Maker

The main purpose of the Properties tab is to define template name and description. Although description is not required, it is recommended to describe here main purpose and properties of the template for future edit or re-usage. Also, The EMAIL template can be common for all modules or based on one primary module. To define that the Module information tab is used.

Properties tab

As shown below Other information tab contains several fields. They are ListView block option, Terms and Conditions, Current date and Custom functions.

Other information tab

Labels tab consists of Global language and Module language part. Labels are very useful especially in case you need to send emails in two or more languages. Please refer to chapter Inserting labels to see details.

Labels tab

The product block tab allows inserting product block template and editing it. In addition, you can create your own product block using “Block start”, “Block end” and fields for products and services. How to insert, edit and create product block is described in chapter Using a product blocks.

Product block tab

The settings tab allows defining Description, Category, Default from email, Ignored picklist values, Status,  number format and option to Set template as default.

Settings tab

The Sharing tab changes depend on whether email template is shared or public/private. Using this tab you can define how to share your template between you and other users or groups. Please refer to chapter Sharing to see details.

Sharing tab

The EMAIL Maker pop-up Window can be found after you click on button in DetailView of module. In the module ListView it is necessary to
select any record(s) and click on More button and select Send Emails with EMAILMaker. The EMAIL Maker pop-up is used to send emails for particular record. Two forms of EMAIL maker pop-up can be seen in the screen:
a) EMAIL Maker pop-up without email template
b) Standard layout of the EMAIL Maker block pop-up

EMAIL Maker Pop-Up Window

How to send emails via EMAIL Maker pop-up is described in the chapter Sending emails.

The editing of the email templates in the EMAIL Maker is easy and is provided inside editing area in EditView. Before you start creation of the new template, you have to decide whether the new email template will be based on primary module or not. So two kinds of email templates exists:

As was already described in the chapter How to start EMAIL Maker, you can initiate creation of the new email template via button in the ListView. In case you have no templates at all, also link Create New Template can be used.

Add new email template

The list of email themes will appear on the screen. These themes don’t contain module related fields; it means that they are available for any module. In order to continue, please select one theme according to your needs.

Email themes

After selection of the email theme you will be redirected to EditView (chapter EditView). For new template it is necessary to define “Template name”. Although “Description” is not required, it is recommended to describe here main purpose and properties of the template for future edit or re-usage. The subject of the email is not necessary to be defined within template but please notice that subject will be required before sending emails.

New template creation

Please continue here with editing template by using CK Editor, inserting images, tables, product blocks, related blocks or listview blocks according to your needs. CK Editor allows you to change formatting of your text and other inserted fields using a lot of toolbars. Just select the text/field and click on any icon of the tool like font, color, bold, italic, alignment etc.

When you finish please save the email template using button.

Please refer to following chapters related to details about editing email templates and using available fields or blocks in your email templates.

The creation of the EMAIL Maker template consists of email theme selection. Although you can start with blank template, it is also possible to select one of predefined themes or create your own EMAIL Maker theme. In order to create new theme click on in the ListView, or click on and then select . In the window List themes you can edit, duplicate or delete your own templates using icons.

How to create new email theme

The intention of the using themes is to have same email design i.e. background logo, greetings, type of font etc. and it doesn’t matter for which purpose/module the mail is sent.

In addition the email themes save your time for creation of the new email template. You don’t need to start creation from the blank template but simply reuse already done steps.

Please note that the email themes are common for all email templates, i.e. they don’t contain module related fields. Therefore the EditView of Email theme consists of following tabs (see picture):

• Properties (please refer to Properties for details regarding fields)
• Other information (please refer to Other information for details regarding fields)
• Labels (please refer to Labels for details regarding fields)
• Settings (please refer to Settings for details regarding fields)

Using above mentioned tabs and related fields, images, tables, etc. you can simply create your own theme. This theme can be reused anytime for your new email templates.

EditView of Email theme

Images can improve the design of your email templates. CKEditor is used inside the EMAIL Maker and it allows you to add images into your email templates in an easy and intuitive way. So, if you would like to insert image please provide following steps:

1. Press the image button on the toolbar.
2. A pop-up window called “Image Properties” will appear. It includes four tabs that group image options.
3. Define the URL address of the image. You may also use button in order to browse the files. Set up other properties of the image.
4. Click to add image into template.

Insert image

For more info visit following site: https://docs-old.ckeditor.com/CKEditor_3.x/Users_Guide/Rich_Text/Images

The tables are inseparable component of many documents. Similarly to images, tables can be inserted into your templates in few simple steps:

1. Press the insert/edit table button on the toolbar. After that a popup window called “Table Properties” will appear.
   

   Creating tables

2. Set the basic table properties like number of columns and rows, width, height, etc.
3. Click on  button.

After that the table is inserted into the template and you can write some text, insert all available fields from chosen and related Modules or add some images into the new table. You can also make some design adjustments like bold text, underline, etc.

For more info visit following site: http://docs.cksource.com/CKEditor_3.x/Users_Guide/Rich_Text/Tables

The product blocks are simple but powerful parts of your email templates. They are used to display all products/services from modules Invoices, Quotes, Sales Order and Purchase Order in your emails regardless of the number of products/services for particular record. Below you can find simple example where invoice contains three products which are automatically seen in the final mail. You don’t need to create template for three rows in the table, just define start and stop of the product block and product fields according to your needs. Next chapter describes how to create your own product block. In addition, we also introduced some default product block templates as well as tool for managing them (Product block templates).

Product block usage

You can find Product block tab in EditView which allows inserting, editing and creating of product blocks. In case that product block templates are not sufficient for you, it is easy to create your own product block:

1. Go to Product block tab and insert product block start variable (#PRODUCTBLOC_START#) and
   product block end (#PRODUCTBLOC_END#).
2. Add all necessary product/service fields according to your needs between (#PRODUCTBLOC_START#)
   and (#PRODUCTBLOC_END#) and provide formatting if needed.

Create product block

There is also the option to create a separate Block for Products and for Services. To create separate Block please provide following steps:

1. Go to Product block tab and insert product block start variable (#PRODUCTBLOC_PRODUCTS_START# or #PRODUCTBLOC_SERVICES_START#) and product block end (#PRODUCTBLOC_ PRODUCTS_END# or #PRODUCTBLOC_ SERVICES_END#).
2. Add all necessary product/service fields according to your needs between (#PRODUCTBLOC_PRODUCTS_START# or #PRODUCTBLOC_SERVICES_START#) and (#PRODUCTBLOC_PRODUCTS_END# or #PRODUCTBLOC_SERVICES_END#) and provide formatting if needed.

Separate Blocks

There are already created product block templates which you can insert from product block tab and later edit if needed. These templates are available only for modules Invoices, Quotes, Sales Order and Purchase Order that displays product block. The product block templates created within product block tool (9.3) can be added in the same way. You can simply add the whole product block template into your template by:

1. Go to Product block tab.
2. Select product block template.
3. Click on button.

Insert product block template

When the product block template is inserted you can modify it according to your needs. For example you can add new cells / rows / columns, change font, change the background color, etc. You can edit layout like a table or you can add some new variables / labels as well.

With Email Maker, you can also insert into your templates Tax block and Charges block same as for PDF Maker

How to add Tax block (click to open guide)

How to add Charges block (click to open guide)

You can create related blocks for modules based on each more information module and use it inside email template. Please refer to next chapters to see how to create, insert and edit related blocks.

As you can see in the picture below, you can simply insert, create, edit or delete related blocks using buttons in Properties tab. How to create related block will be shown on example based on “Organizations” module. Let’s suppose that we would like to create simple email template based on module “Organizations”, and we need to list all invoices for particular organization which were created within last 90 days. In order to do it:

1. Create new template based on Organizations module and put your variables/text into the body of the template.
2. Go to the Properties tab and click on  button.
3. Edit block window will appear on the screen.
4. Start creation of the related block

Start creation of the related block

As you can see in the next picture, 5 steps are necessary to create the related block. In this window also all related entity modules for primary module are shown. First step is to select one related module from the available list (1.). Please select “Invoice” and click on  button.

Creation of the related block – step 1

Second step is to select the fields to show in generated Email template. These fields can be selected from the related modules. It is possible to change an order of the fields and delete it if necessary. Click on to continue.

Creation of the related block – step 2

In step 3, we can specify the conditions to filter the results in the template. We can specify conditions in standard or advanced filters. The standard filters have fields like Date & Time fields whereas advanced filters have all the fields from the selected modules where the comparator and condition can be chosen based on type of the selected field.

Creation of the related block – step 3

Within step 4 define fields used for sorting and type of sorting, i.e. ascending or descending sorting. You can define more fields for sorting. Continue to final step via button .

Creation of the related block – step 4

As can be seen in the next picture, related block in form of table is created. Please, write the Name (1.), in CKEditor area (2.) provide some layout/design changes if necessary and click the   button to finish.

Creation of the related block – step 5

If the related block is created you can continue with editing your template. In order to insert related block
provide following actions:

1. Click to editing area where would you like to have related block.
2. Using dropdown list select your related block.
3. Click on button.
4. Related block is inserted. You can continue with editing of the related block if necessary.

Insert related block

Example of the email in Compose Email window and received mails shows next picture.

Related block in Compose Email

In case you need to send via email the output of the several records within one mail you can use ListView block. Within this block you can simply set which fields of the records you would like to send. Please refer to below picture which shows simple example of the email consists of list of invoices and related few fields (invoice number, invoice date, status etc.) and how to prepare it. Firstly in the Email Maker EditView:

ListView block – EditView

1. Go to Other information tab, check ListView block and select the “Block start” and click on .
2. Insert fields you would like to have in ListView block ($s-invoice-invoice_no$..).
3. Insert “Block end” using button .

Provide additional edit steps and save the template. When the template is ready you can use it within ListView (ONLY!) to prepare mail using following steps:

1. Go to ListView of particular module and select from 1 to N records.
2. Click on and select Send Emails with EMAIL Maker.
3. Select ListView block template (recipients, template, language) you can also add PDF Maker template and click on .
4. The Compose E-Mail window is shown as well with ListView block to be sent.

Note: Each ListView block has to start with “Block start” (#LISTVIEWBLOCK_START#) and ends with “Block end” (#LISTVIEWBLOCK_END#). ListView block template can be set as default only for ListView; for DetailView it is not applicable.

The email template can contain attached documents. This feature is useful in case you often need to attach additional documents into your emails. It could save your time or avoid to forget attach important documents.
1. Go to DetailView of the email template and you will see Documents tab.
2. Click on .

How to attach documents into Email template

3. Select one or more documents and confirm selection by button.

How to attach documents into Email template

In case you want to delete the attached document just click on icon

How to remove documents from Email template

The intention of the labels is saving time and effort for creating email templates. Using labels provides an easy and flexible way to send emails / or just parts of emails in different languages without necessity to create separate email template per each language. As it was described in chapter Labels, labels can be inserted into templates via Labels tab. In order to insert any global related label or module related label just click on Labels tab, select from dropdown list any label and click on button.

Labels tab

Please refer to example below used for sending invoice information. Instead of having two (or more) templates the labels are used as much as possible. For example the label %G_Phone% used in template will be replaced in final mail in german language as “Telefon” and in final mail in English language as “Phone” automatically based on your language selection. So it is not necessary to create duplicate templates for another language, just use labels and select language before Compose email window. The global labels use notation %G_*****% and module labels use %M_*****%.

Inserting labels

If the global and module related labels are not sufficient for you, it is possible to define self-defined labels. In order to define self-defined please follow instructions described in the chapter Self-defined labels.

In All tabs of EMAIL Maker you can find “Email subject” definition. This setup gives you the opportunity to set the email subject according to your needs. You can combine strings, module variables and some standard variables like Current date. Dropdown list for email subject depends on primary module as can be seen below.

Email subject settings

If you are having issues that special characters in the subject are shown incorrectly, it’s because of Vtiger CharSet.

Many languages in the world are using special characters, that’s why it’s important that subject must be shown correctly.

As an example is our Slovak language:

• Let’s say we need to have a template with subject: Nová služna pre Vás
• By default, when the email is received, subject is: nová služba pre Vás
• This is not correct, so how we fix it?

In order to fix it, we need to change the CharSet in two files, please follow next instructions:

1. Please go to your Vtiger directory, then to the folder: modules/Emails/
2. Find a file: class.phpmailer.php and around line 48 look for public $CharSet = ‘iso-8859-1’;
3. Change the: public $CharSet = ‘iso-8859-1’; to public $CharSet = ‘UTF-8’;
   
4. Save the file.
5. Again, go to your Vtiger directory, then to the folder: cron/
6. Find a file: class.phpmailer.php and same as above around line 48 change the char set:
   from iso-8859-1 to UTF-8
7. Save the file.

Now your subject will be shown correctly with all required special characters.

You can set status as active or inactive for each template. Please take into account that this can be set separately per logged user, it means this setting is not global. The inactive templates will not appear in the list of available templates in the Email maker window. You can find status of existing templates in:

• ListView – “Status” column
• DetailView – Template information

Status in ListView

Status in DetailView

To set Email  template as active / inactive you need to use Settings tab in EditView and select status from listbox.

How to set status of EMAIL Maker template

The particular EMAIL template can be set as default by a logged user, it means this setting is not global. This default template is specific to that user and to that module. It means that different users can set their own default templates for each module separately. It is possible to define template as default for DetailView and default for ListView separately. You can find status of existing templates in:

1. ListView – template default for DetailView is marked with text “(default for DetailView)”, template default for ListView is marked with text “(default for ListView)”. If the template is default for DetailView as well as for ListView, then in the template name column text “(default)” is written.
2. DetailView – Properties tab

The behavior of default templates is shown in the below picture:

• template default for ListView is automatically selected in Select Email Addresses window
• template default for DetailView is automatically selected in EMAIL Maker window
• the template is not automatically selected if not set as default, neither in case only one template exists

Default template visibility

Display conditions part allows set conditions when template is shown or hidden. If you want to show template without ban, leave conditions empty. There is option to show template if conditions are true or hide templates if conditions are true. You can set it by choosing Yes if/No if in Displayed tab. In Conditions tab you can choose if you want that all conditions must be met or At least one of the conditions must be met. You can add or delete conditions.

Display conditions

How to set Display conditions

In the following picture you can see how to send email using EMAIL Maker:

The process of sending emails continues with window “Compose E-Mail”. Click on button to send email. At the end you are informed about un/successful sending of the email. Please refer to following chapters for details about each step.

How to send email

The Select Email Addresses window is first (ListView) or second (DetailView) window which is used to select email template, email recipients or PDF template (only if available). Please provide your selection and continue with button in order to send email(s).
As you can see in the below picture, the Select Email Addresses window has several forms:

1. doesn’t contain EMAIL Template part because there is no EMAIL template for this module.
2. Select Email Addresses window differs also within same module in ListView. It depends whether one or more records were selected. The concrete email address/es are shown in case that only one record was selected.

Select Email

For successful sending of the email(s) it is enough to click on button in the Compose E-Mail window in case that email template and recipients were already selected in the previous Select Email IDs window. But as you can see in the picture below you can provide a lot of actions before sending of the email(s):

1. Change your/sender mail
2. Add additional “To”, “Cc” and “Bcc” recipients or remove recipients.
3. Change subject of the email.
4. Add/remove attachments.
5. Change or select email template
6. Include Signature
7. Additional edit of the email or email template.
8. Preview of the email or email template.

Compose E-Mail window

Some of above actions are described in the following chapters in details.

Within your vtiger you can define several email addresses. These addresses can be used as addresses of the email sender.
You can simply change the email address of the sender within “Compose E-Mail” window. It can be done using selectbox. Depending on your preferences and settings, you can select from the mail addresses shown in following picture:

• My Preferences / User Login & Role / Primary Email
• My Preferences / More Information / Other Email
• My Preferences / More Information / Secondary Email
• Settings / Outgoing Server / From Email

Emails sent from selection

Within this chapter is described one of the main parts of Compose Email window related to email recipients.
As described in the picture below you can provide here following actions:

• add recipients – you can select the recipients from module Contacts, Organizations, Vendors, Leads, Users or you can type any email address using selection “Other” or simply you can add recipients by start typing email address (3 and more characters)
• remove recipients (emails)
• add next type of recipients – Cc, Bcc
• there can be also email select box located in the above part for modules like Invoices, Products, Purchase orders, Sales orders, Quotes …

Please take into account that behavior of using To, Cc and Bcc differs in case of sending emails from ListView of the particular module in case more than one record was selected:

• For modules like Contacts, Organizations, Vendors, Leads …
  • At least one recipient has to be defined as To
  • In case you would like to send email also to Cc, Bcc recipient only for one selected record please use sending from DetailView of the module
• For modules like Invoices, Products, Purchase orders, Sales orders, Quotes …
  • At least one recipient has to be defined as To for each selected record (INV_01, INV_02)
  • It is possible to define Cc, Bcc recipient for each particular To, it means Cc, Bcc recipients are better controlled

Actions related to recipients

Three ways how to attach the attachments into emails are currently supported in the Email Maker:

1. The attachments inserted directly into email template (see chapter Attach documents into templates for details).
2. The attachments inserted within Compose E-Mail window
   1. The document/file from the module “Documents” can be added using .
   2. Any local file can be added using .
3. PDF Maker templates (available only for users using also PDF Maker). Please refer to chapter Support of the PDF Maker for details.

Compose E-Mail – part Attachment

In order to delete any attachment please click on “X” before attachment (see picture)

The Compose E-Mail window contains button . You can select email template from ListView within window Select Email IDs or from DetailView within EMAIL Maker block. Button can be used in the following situations:

• in case you forgot to select email template from Select Email IDs window or EMAIL Maker block
• you would like to use different template but don’t want to close Compose E-Mail window
• you initiated sending emails outside EMAIL Maker tool (so you were not able to select email template), e.g. using PDF Maker tool

Select Email Template

When you click on “Email Templates List” window will appear on the screen. You can select template name to be used. Inside this window also information of primary module and description is available. Please note that only module related templates or common templates are visible and can be used for sending emails.

With the EMAIL Maker module you can now use Campaigns in a more effective way. We added a feature where you can send e-mail to Contacts which are added to your Campaign.

Follow simple steps to send a Campaign e-mails to selected Contacts:

1. First create or choose already created Campaign and click on Contacts 
   You will be redirected to Campaign Contacts view like you can see on the following picture:
   

   Campaigns and EMAIL Maker

2. Next you have to add Contact/s to Campaign. You have 3 options here how to add Contacts:
   a.) Select Contact/s via  button.
   b.) Add Contact/s via  button.
   c.) Load Contacts from the already created Contact List 
3. Now select Contacts which will be receiving e-mails. You can use the check – box where all contacts will be selected or you can check – box contacts separately:
   

   Campaigns and EMAIL Maker

4. When you selected Contacts proceed by clicking on the  button.
5. On the next Screen you have to choose which E-mail fields will be used. Also, you can choose the EMAIL MAKER template you already created. The process is shown on following picture:
   

   Campaigns and EMAIL Maker

6. In the last step you will be redirected to Compose email window. Here you can see which Contacts you added in the Contacts List field. Also, you can edit the template you did choose for your Campaign. When you are done with editing or adding additional recipients press  button.
   

   Campaigns and EMAIL Maker

Export and import of the email templates makes it easy to work with EMAIL Maker templates by migration process or moving templates from development to productive installation.
In order to export EMAIL templates to external sources in EMAIL Maker tool do following steps:

1. In the EMAIL Maker ListView page select one or more templates which would you like to export.
2. Click on and “Export”.
3. In the File Download pop-up dialog select “Save File”.
4. Click to save the templates in *.xml file format.

Export of the templates

To import email templates from external sources click on and “Import”. After click the new import page will appear on the screen.

Import EMAIL templates page

In the Import pdf templates page, browse the EMAIL Maker template-related data in *.xml format and then click the button. It will take a few seconds to complete the import. The imported templates can be found in the EMAIL Maker ListView page.

If you need a special treatment of vtiger data in your template, you can use custom (your own) functions. There is a folder „functions“ under [vTigerROOT]/modules/EMAILMaker/resources, where you can place your own .php file with functions which would you like to use. This file will be included automatically. Inside this folder is file „its4you.php“, which contains our functions. These functions are descibed below and are provided for you for free. Do not modify this file, because by next version it will be overwritten. If you would
like to use your own functions, please create your own file/files, it means create new .php file under [vTigerROOT]/modules/EMAILMaker/resources/functions and place here your functions. In order to insert custom function into template provide following:
1. Go to EditView, and in Other information tab select custom function from selectbox „Custom functions“. As example in the picture below its4you_if is selected.
2. Click button . It adds function in form [CUSTOMFUNCTION|functionname|param1|param2|…|CUSTOMFUNCTION] or [CUSTOMFUNCTION_AFTER|functionname|param1|param2|…|CUSTOMFUNCTION].
3. Finally you have to define function name and parameters of the function as shown in the picture below.

Custom functions

In the above example function with 5 parameters was used, i.e. [CUSTOMFUNCTION|functionname|param1|param2|param3|param4|param5|CUSTOMFUNCTION]. It is possible to use functions without parameters as well. In this case use just notation [CUSTOMFUNCTION|functionname|CUSTOMFUNCTION].

Here you can find list of functions available for EMAIL Maker:

• addToCFArray
• implodeCFArray
• addToCFArrayALL
• implodeCFArrayALL
• sumCFArray
• sumCFArrayAll
• datefmt
• pdfmakerGetEntityName
• isInMultiselectbox
• its4you_if
• getTemplateId
• its4you_getContactImage
• its4you_formatNumberToPDF
• its4you_formatNumberFromPDF
• its4you_multiplication
• its4you_deduct
• its4you_sum
• its4you_divide
• its4you_nl2br
• setCFGNumberValue
• sumCFGNumberValue
• deductCFGNumberValue
• mathCFGNumberValue
• showCFGNumberValue
• its4you_unsubscribeemail
• setCFNumberValue
• sumCFNumberValue
• deductCFNumberValue
• mathCFNumberValue
• showCFNumberValue
• semantic_ru
• num2str_ru

Following sections contain short description of some our its4you_* functions which you can use in your Email templates.

More info how to add own custom function you can find in our blog: How to create own Custom function for PDF Maker or EMAIL Maker?

With Email Maker you can use the feature Pay by Square easy and load a values for payments from the records via variables used in the template.

Paying with Square is more than a mobile cash register. It also offers free apps for making payments with your smartphone and using bank apps for sending money to your friends or clients.

In order to use the Pay by Square in your templates. Please follow steps below:

1. Open your template (in our example we will use Invoice module)
2. In the template go to Other information tab and then Custom functions, search for payBySquare function
   
   
3. Insert the function where you want it in to your template, function should look like by default:
   

   ​​​​​​​[CUSTOMFUNCTION|payBySquare|iban|amount|currency|vs|ss|cs|note|due_date|size|CUSTOMFUNCTION]

4. Custom function has own parameters which should be replaced with values or variables, see an example:
   

   [CUSTOMFUNCTION|payBySquare|SK2811110000009999983002|$TOTAL$|$CURRENCYCODE$|1234567890|1234567890|1234|$INVOICE_DESCRIPTION$|$INVOICE_DUEDATE$|100|CUSTOMFUNCTION]

5. When the parameters are added, Save the template and you can sent it or do additional operations.

This is how Pay by Square QR code looks like:

Email Maker – Pay by Square QR Code

Parameters of the custom function definition:

​​​​​​​[CUSTOMFUNCTION|payBySquare|iban|amount|currency|vs|ss|cs|note|due_date|size|CUSTOMFUNCTION]

• iban = iban of the person / organization which will be receiving a payment, you can aswell use a variable and load a Custom field from Vtiger CRM which has this value filled
• amount = payment amount, same here can be used variable from an Invoice module like $TOTAL$
• currency = currency in which payment should be made, we suggest using a $CURRENCYCODE$ variable which will load specific record symbol of the currency
• vs = variable symbol
• ss = specific symbol
• cs = constant symbol
• note = payment note for recipient
• due_date = most of the payments need to have a due date, so it has to be filled, we suggest using Due Date variable $INVOICE_DUEDATE$ (each module has own variable for due date)
• size = size of the QR code symbol, here you define only one number for example 200 means = 200 x 200

 Note: Some of the parameters can be removed if not needed, for example:

​​​​​​​[CUSTOMFUNCTION|payBySquare|iban|amount|currency||||note|due_date|size|CUSTOMFUNCTION]

You need only delete the text like “vs/ss/cs” but keep the separators “|”

  This feature is available from version 0.44 and higher.

How does it all work? When sending the email of the given record, the related documents will be attached to the email, the attached documents will be selected from the folders you selected in the template settings in the Settings tab.
The documents will be automatically attached to the email and you do not have to select them manually.

Please do the following steps:

1. Navigate to your Email Maker template and then click on the Settings tab:
   
2. Next, please make sure the “Related documents load” is checked and then select the folder for Documents.
   Note: Each module has different folders.
   
3. Save the template and open your record, as an example we will use Contacts module.
   Click on and select the template for which you defined Related documents load.
   Procced with button.
   
4. Now, on the preview below you can see that only documents from folder we selected were attached to the email, so you do not need to do it manually.
   

  Note: When Related documents load is checked/selected, but no Related documents by folders or Related documents by fields are selected/filled, then all related documents to the record will be loaded/attached.

  This feature is available from version 0.51 and higher.

What does this feature? It will load/attach documents from selected Module based on a Field filled in original record from which email is being sent. So for example, we have a Contact record, that Contact has filled field Organization Name: IT-Solutions4You.

In the template Settings we have defined following:

• Related documents load must be checked in order to make this work
• Related documents by folders, here you select a folder based on which documents will be attached to an email
• Related documents by fields, here you select a field which is filled in your Contact record, in our case its Organization Name, so any attached files to that Organization with folder “Default” will be also attached to an email from Contacts module.

Below you can see documents related to Contact record with folder set to Default:

Below you can see documents related to Organization record with folder set to Default:

As you can see Signed Doc document is same in module, but document “Doc related to Organization” is under Organization IT-Solutions4You which is defined as Organization Name for the Contact.

Then when we compose an email in the Contact via and we select our Email Template we can see the following documents were attached automatically.
One document is loaded from the Contact Module and other document is loaded from Organization module and more specifically organization IT-Solutions4You:
Note: File names are presented in the attachment area, not Title of Documents.

  This feature is available from version 0.46 and higher.

Users can set that when sending an email via email maker, the PDF Maker template for the given module is automatically assigned.

  Only one template can be loaded per time.

So how does this all works? 

1. Make sure to have selected same module for both Email Maker and PDF Maker templates
2. Then navigate to PDF Maker template, in our case we choose the Contacts module, and click on the Settings tab and then check “Set as default”:
   You can select Detail view or List view, based on this setting the template will be added to the Email Maker compose email
   
3. Then go to your record for which you want to send email, click on and you can see that the template of PDF Maker was automatically attached:
   
4. You can still remove the template if you like by clicking on:
   or Add new templates.

  Only one template can be loaded per time.

Here you can find extensions for EMAIL Maker. There are Workflow, Unsubscribe email and Styles 4 You extensions available now.

Extensions – Email Maker Vtiger 7

Allows you send email by using EMAIL Maker within the Workflow settings.

To use EMAIL Maker within Workflow you need to install Workflow functionality.
Please click on button.

Install Workflow for EMAIL Maker – Email Maker Vtiger 7

For more info please check chapter Support of Workflow

  This feature is available from version 0.48 and higher.

After checking this feature, EMAIL Maker emails will be sent immediately according to the conditions set in the workflow.

On 25 May 2018, the General Data Protection Regulation (GDPR) will come into force in the European Union. In order to comply with its new requirements and regarding how you use personal data, Email Maker lets you choose which emails you want to receive.

You may choose to:

• Continue to receive Newsletter as well as customer loyalty and personalised offer emails.
• Unsubscribe from all emails sent to you.

For some kind of the email templates (campaign, advertising …) You can insert into your email template “Unsubscribe from emails” link. This link allows recipient to unsubscribe himself from receiving such multiple emails just by one click.

Please provide following steps to start using Unsubscribe Email functionality:

1. Download UnsubscribeEmail.zip
   

   Download UnsubscribeEmail.zip – Email Maker Vtiger 7

   Where to find it? see chapter: Extensions of Email Maker

2. Unzip content of .zip file into your server (we recommend into same location where you have Vtiger installed)
   

   Unzip UnsubscribeEmail.zip – Email Maker Vtiger 7

3. Inside UnsbuscibeEmail.php is necessary to define
   • $server_path – this is your Vtiger URL. (Be sure that $server_path is same like $site_URL from config.inc.php of your Vtiger installation)
   • $config_path – same as $server_path
   • $root_path – ignore this unsell you have an UnsubscribeEmail.php file in other folder than main VTIGER_ROOT
     (for example VTIGER_ROOT/unsubscribe/UnsubscribeEmail.php)
     (then $root_path = “/../”;)
   • $user_name – this is the username you use to login to the Vtiger CRM, see also “My Preferences”
   • $user_access_key – the access key can be retrieved by logging into your Vtiger CRM account, going to “My Preferences”
     

     Edit UnsubscribeEmail.php – Email Maker Vtiger 7.x

   • Sentence shown after successful unsubscribing (row 81) (optional edit)
   • Sentence shown when email address has not been unsubscribed (row 83) (optional edit)
     

     Edit sentences – Email Maker Vtiger 7

4. The final step is to put custom function its4you_unsubscribeemail into your template. There are just two parameters which you need to modify inside custom function
   [CUSTOMFUNCTION|its4you_unsubscribeemail|$s-accounts-crmid$|$s-contacts-crmid$|url_address|label|$s-leads-crmid$|CUSTOMFUNCTION]
   
   • URL_ADDRESS – URL address of your UnsubscribeEmail.php
   • label – Text of the unsubscribe link

Next picture shows process of unsubscribing contact which leads to change his “Email Opt Out” to “yes”.

Process of unsubscribing from emails – Email Maker Vtiger 7

Styles4You extension allows to you manage your CSS styles and assigned it to templates.
To install Styles4You please provide following steps:

1. Open EMAIL Maker
2. Click on  button and choose Extensions
   

   How to install Styles4You – Email Maker Vtiger 7

3. Download zip file by Download button
4. Install Styles4You via module manager or Install button
   

   How to install Styles4You – Email Maker Vtiger 7

Now, Styles4You has been installed into your Vtiger.

Here you can also add new Style or select your created Style. To create new Style and add it to template please open your template click on button or click on button to select previous created style.

How to add style to template – Email Maker Vtiger 7

Fill name, insert your style and choose priority. Priority is used when you add more styles to one template. EMAIL Maker takes CSS with smaller number of priority.

How to create Styles4You – Email Maker Vtiger 7

Now, your style has been added to your template.

Template with Styles4You – Email Maker Vtiger 7

Since December 2019/January 2020 all our modules will be using Installer to manage licenses. Please check our Installer pages for more information.

You can access the License settings like its shown below:
(there can be more options from the pick-list, depends on the module)

Settings – License settings

After accessing the License window you can see screen bellow with following information:

• Module name, Your Vtiger domain URL
• Description, if license is activate or not:
  – your license is currently active,
  – your license is not active and you need active it via Installer.

To activate or manage license, click on the button.

Settings – License settings window

If you want to deactivate your license, please provide following steps:

• Go to your Installer, by a click on Notifications Icon and then on the button ,
  or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
• The following screen will appear (see below):
  

  Installer – deactivation of license

  You can deactivate license by click on the button

Note: The module will be deactivated but not uninstalled and license will be removed from the Activated Licenses tab.

To reactivate a license after deactivation, you need to follow the same process as you activated it first time:

1. Click on the   button and enter your license key.
   
2. Confirm with button.

When the license was activated you can see module available in the Modules tab below.

 Note: To see modules and manage licenses you have to log in to our e-shop with @email and password via button (top right screen side in Installer module).

The upgrade of the module is initiated manually or via our Installer.

Updating via Installer:

• open the Installer in the CRM
• in the Modules tab find your installed module and you should see the button available
• If the new version is available, you will be notified via Installer Notifications icon

Updating EMAIL Maker manually:

Click on Upgrade EMAIL Maker link in Customize tab of EMAIL Maker.

How to update/upgrade EMAIL Maker

So please refer to above installation part for details how to initiate the import of the module from the file. As can be seen on following picture you will be notified that the EMAIL Maker module already exists. The upgrade will start immediately when you click on the [Update Now] button.

How to update/upgrade EMAIL Maker

After upgrade the notification about successful upgrade is shown.

How to update/upgrade EMAIL Maker

You have also option to remove the module via Installer window by accessing the Settings – Uninstall window:

• Go to your Installer, by a click on Notifications Icon and then on the button ,
  or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
• Find the module you need to uninstall in the Modules tab
• Via pick list button choose the Uninstall option, you will be redirected to the Uninstall window.
• Click on button

Installer – Uninstall module screen 1

• Confirm uninstall with button

Installer – Uninstall module screen 2

Now, the module has been removed from your Vtiger and your license has been deactivated. To use this module again, you need to provide installation and validation steps (see Installation chapter).

• Check latest versions available and fixes applied
• What was changed/added to manual

• 1 December 2022 – 4.37
  • Vtiger 7.5 and PHP 8.x compatibility
  • Unsubscribe files were updated with variable $root_path
  • (this applies only in some cases, by default this variable can be ignored, see manual for more info)
  • Cc and Bcc emails loaded in the first step window will be displayed also in second window where email body is, as well the emails will be sent to all email addresses selected
  • resolved issues with Related Blocks where condition is not empty was not working properly
• 21 October 2022 – 4.36
  • fixed issues with related fields and modules which caused fatal errors in some rare cases
• 30 September 2022 – 4.35
  • resolved issue where users were not able to select a EMAIL Maker template of Contacts in the Events workflows
  • Unsubscribe custom function now can also unsubscribe multiple records in the same time
    example: If Contacts is unsubscribed it also can unsubscribe Organization if related variable is set
• 12 September 2022 – 4.34
  • fixed issue where in some rare cases the Send Email with Email Maker buttons were missing
  • fixed problem where it was necessary to press enter twice when searching for templates
  • other minor improvements
• 6 September 2022 – 4.33
  • improved compatibility with PDF Maker FREE version
• 5 August 2022 – 4.32
  • Workflow action Send Email from EMAIL Maker will be now properly showing From name, when Helpdesk Support Email-Id is selected based on Helpdesk Support Name in Configuration Editor
• 2 August 2022 – 4.31
  • The Reply to: used in the Workflows action will now be filled correctly according to the selected variable
• 28 July 2022 – 4.30
  • fixed problem where when selecting multiple records via the list view, the TO: field did not fill in any recipient
  • Cc and Bcc recipients will now receive emails correctly via Workflow actions
  • The document has already been attached message will no longer be displayed when selecting documents
  • improved Gmail compatibility related to styling/tags
  • other minor improvements
• 15 July 2022 – 4.29
  • added compatibility with Emails extension
  • added Pay by Square (QR Code payments) custom function
  • Workflow action Send Email from EMAIL Maker will translate labels in emails according to the selected language in the workflow settings
  • other minor improvements
• 5 May 2022 – 4.28
  • the Merge PDF templates feature will save PDF templates to a .pdf file in the selected order
• 12 April 2022 – 4.27
  • added new option to Merge multiple PDF templates into one .pdf file, when sending Emails via Email Maker or with PDF Maker (if Email Maker is installed)
• 30 March 2022 – 4.26
  • Description resolved issues where using Vtiger standard Descriptions, caused empty spaces in front of the tables
• 11 March 2022 – 4.25
  • fixed an issue where when sending an email, it was not possible to select the recipient (TO:), to whom the record is assigned, now it’s also possible to select the email of the person who created or edited the record
• 9 March 2022 – 4.24
  • improved compatibility with Descriptions extension
• 16 February 2022 – 4.23
  • List view block will now properly work if the template is re-edited
  • Multi-part emails now will be shown correctly
• 14 January 2022 – 4.22
  • fixed issue related to List view using action Send Email with Email Maker where some users encountered “Error” message
• 14 January 2022 – 4.22
  • fixed issue related to List view using action Send Email with Email Maker where some users encountered “Error” message

— 2021 —

• 14 December 2021 – 4.21
  • all recipients emails and names will be visible now when selecting them from the Related modules
  • self Defines Labels, will no longer show VtError: Access denied when deleting them
  • Unsubscribe feature is working again properly, it will no longer show that the parameters are wrongly set
• 10 November 2021 – 4.20
  • improved sending emails with custom modules, so now all modules which have an email field will be available to use
  • other minor bug fixes
• 5 October 2021 – 4.19
  • the Email Maker modal window is now resizable
  • added Category in to the templates list view (was also available in Vtiger 6.x)
  • added new link variables: General Fields
• 3 August 2021 – 4.18
  • Vtiger 7.4 compatibility
• 21 June 2021: 4.17
  • fixed issue where related blocks were not loading properly product image
  • fixed issue where recipients “TO” did not receive an image attachments, when “CC” recipient was filled
  • minor bug fixes
• 14 May 2021: 4.16
  • modified pre-filling of e-mail address when sending e-mail
  • fixed issue where Calendar custom fields were not exported properly
• 28 April 2021: 4.15
  • added option to turn off or turn on user signature, for workflow action Send Email from EMAIL Maker under Email content tab
• 24 March 2021: 4.14
  • fixed issue where “Reply to” did not filled a proper email address
  • added warning when uninstalling the module will delete all templates
• 12 January 2021: 4.13
  • fixed issue where user images were not properly loaded, for example: Assigned user, Logged user etc.,.

— 2020 —

• 04 December 2020: 4.12
  • fixed issue where download Unsubscribe zip file from Email Maker – Extensions section was not working on Vtiger 7.3 versions
  • fixed compatibility with custom modules and Email Maker
    (custom module needs to be created properly in order to use it with our extension)
• 19 November 2020: 4.11
  • fixed issue where templates set as Global, were not correctly showing as an option for a send email in the detail view and list view
  • updated Unsubscribe feature for Vtiger 7.3 versions
• 22 September 2020: 4.10
  • fixed issue with workflow Send Email from EMAIL Maker and showing wrong email for the field “FROM” when used “Helpdesk Support Email id” value
• 05 August 2020: 4.9
  • Sent emails are also shown now in the related records/modules too in “More info” (Email) tab
  • Sent emails via Workflow are now correctly saved in the More info (Emails) tab
  • Fixed issue in Campaign module, where the selection of all records was not successful and only records from the first page of the list were selected and only these recipients received emails
  • Fixed issue where, using variables in the link caused adding unnecessary class symbols in the URL address
• 16 June 2020: 4.8
  • fixed issue which sometimes caused error “Sorry attempt to access restricted file”, when sending emails from the list view
  • fixed issue where template subject was not correctly loaded as an email subject because of special characaters in it
    If you are still receiving emails with wrong characters in the subject, please see the chapter: Special characters in email subject
• 26 May 2020: 4.7
  • fixed issue where there were two buttons in the record and none of them worked after the click
    *this happened when the extension was updated from 4. x to 4.6 version
  • minor bug fixes
• 06 May 2020: 4.6
  • fixed issue where button „Send Email with EMAILMaker“ was missing in Campaigns – Contats (relation) module
    More info: https://it-solutions4you.com/manuals/vtiger7/email-maker-vtiger-7/#campaigns-and-email-maker
• 16 April 2020: 4.5
  • fixed issue where updating the module, deleted already created Actions in Workflows
• 08 April 2020: 4.4
  • added feature to move pop-up Email Maker window so you can view record details
  • fixed issue where in the rare cases you saw triple or double Email Maker buttons in the detail view
  • fixed issue where special characters were not correctly displayed when using Workflow
  • limit to send only 500 emails was removed
  • removed some errors showing in the browser console, which caused system instability
• 20 February 2020: 4.3
  • fixed issue where selecting records in the list view didn’t include a correct count of contacts
• 04 February 2020: 4.1 – 4.2
  • fixed problem where CRM documents were renamed when adding them as attachments
• January 2020: 4.0
  • new validation system via our FREE extension Installer

— 2019 —

• July 2019: 700.5.0
  • fixed issues with charges block
  • fixed issue with adding/showing Deducted Taxes
  • minor bug fixes
• April 2019: 700.4.4
  • fixed issue where you were unable to send emails from the Custom List view
  • fixed issue, if you had in list view multiple pages with contacts and you selected them all, only first page contacts email addresses were loaded
• February 2019: 700.4.3
  • fixed issue where inactive fields were available when creating template
• January 2019: 700.4.2
  • minor bug fixes
• January 2019: 700.4.1
  • minor bug fixes

— 2018 —

• December 2018: 700.4.0
  • changes in licensing
    (we recommend updating Email Maker to at least this version if you can’t validate your license)
• December 2018: 700.3.2
  • fixed issue with Multi Company compatibility
• November 2018: 700.3.1
  • fixed issue where variable $PRODUCTS_USAGEUNIT$ was not working
• November 2018: 700.3.0
  • changes in licensing
• October 2018: 700.2.1
  • minor bug fixes
• October 2018: 700.2.0
  • added Spanish translation
  • fixed sending emails for Campaigns
• July 2018: 700.1.4
  • minor bug fixes

• December 2022: manual based on Email Maker version: 4.37
  • updated chapter: 9.2.Unsubscribe email

— 2020 —

• January 2020: manual based on Email Maker version: 4.0
  • updated chapters: Installation, Updates, License settings, Uninstall
  • new licensing via Installer – additional chapters added
• January 2018: manual based on EMAIL Maker 700.1.0
  • first initiate for Vtiger 7.x