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Email templates

An email template is a reusable message (subject, body, and footer) that xTool uses when you send a document by email. Instead of the standard system message, you can send your own wording, formatting, copy (CC), and blind copy (BCC).

Templates belong to the active organisation. They apply only to outgoing document emails, not to inbound mail or notifications. To reuse invoice content (seller, buyer, line items), use invoice templates instead.

Open Email Templates

You need permission to read integrations to open the page. Creating, editing, deleting, and setting a default template require manage integrations. See Organisation and users.

  1. Sign in to the xTool web app and select your organisation.
  2. Open Channels → Email.
  3. Open Email Templates.

On the Email page you will also see Custom SMTP. That setting controls how outgoing mail is sent (your own mail server and From address). See Custom SMTP. Templates control what the message says.

Template list

The table lists every template for the organisation:

Column What it shows
Template Name Internal name, for example “Invoice Template EN”. Recipients do not see this.
Subject Text that will be used as the email subject. Empty if you left the field blank.
Default Template A Default badge if this template is used automatically when you send by email.

The default template appears first, then the others in the order they were created.

If there are no templates yet, the page shows No templates yet. Create your first email template.

Actions

In the Actions column of each row:

Action What it does
Pencil Open the template for editing.
Star Set as Default. Shown only on templates that are not already the default. The previous default loses that status.
Bin Delete the template. You must confirm; this cannot be undone.

Why a default template?

When you send a document by email, xTool pre-selects the default template. You can still choose a different one in the send dialog.

Create a template

  1. Click Create Template.
  2. Fill in the form. A Preview on the right updates as you type.
  3. Click Create Template at the bottom of the form.

You return to the list after a successful save.

Fields

Field Required Description
Template Name Yes Name in the list and in the send dialog. Not included in the email.
Subject No Email subject. If you leave it empty, xTool uses a standard subject with the document number (for example “New invoice 12345”).
CC No One copy address. The recipient can see it. You cannot enter several addresses.
BCC No One hidden copy address. The recipient cannot see it. You cannot enter several addresses.
Body No Main message. New templates start with “You have received a new invoice.” and a note that the file is attached — replace this with your own text.
Footer No Signature under a divider below the body. New templates start with “Best regards, Your invoicing team.”
Default Template No Turn on to make this the default. If another template was the default, it is unset automatically.

Formatting the body and footer

Body and Footer use a visual editor. You can:

  • Apply bold, italic, and underline
  • Change font size and text colour
  • Use headings (H1, H2, H3)
  • Insert a code-style snippet, a horizontal line, or a line break

When you save, xTool removes unsafe content (for example scripts).

Preview

The preview shows how the message looks in a typical mailbox: subject, CC, and BCC at the top, then the body, then the footer in smaller grey text under a line. It updates as soon as you change a field.

Edit a template

  1. In the list, click the pencil on the template.
  2. Change any field, including Default Template. The preview updates as you type.
  3. Click Save Template.

Use Back to Templates to return to the list.

Delete a template

  1. In the list, click the bin icon.
  2. Confirm with Delete Template, or Cancel.

Deleted templates cannot be recovered. Sending still works: xTool uses another template if you choose one, or the standard system message if none is selected.

Use a template when sending

Open a document and choose Send Document by Email. See Send by email.

  • If the organisation has templates, the dialog shows Email Template. The Default template is selected for you. You can pick another one.
  • A preview of the selected template is shown in the dialog. Edit opens that template so you can change it before sending.
  • Choose Attach Original Document and/or Attach PDF visualisation. At least one attachment is required.
  • If there are no templates, the dialog does not show the template list. You choose the language for the standard system message instead.

What the recipient sees

Part Source
From Sender address from Custom SMTP, if configured; otherwise the xTool no-reply address.
To The recipient address you enter when sending.
CC The CC address from the template, if set. Visible to the recipient.
BCC The BCC address from the template, if set. Hidden from the recipient. If the template has no BCC, a BCC from Custom SMTP (if configured) may still be used.
Subject The template subject, or a standard subject with the document number if the subject is empty.
Body and footer Your template text and formatting. Mail clients that do not display HTML still receive a plain-text version.
Attachments Original document and/or PDF visualisation, as selected in the send dialog.

Next steps

← Platform · Send by email · Receive by email