---
title: "Email settings"
canonical: "https://support.out-smart.com/space/TIB/418709575/Email%20settings"
format: markdown
---
When you go to Settings > Templates > Email templates, you'll see the different options for sending emails from OutSmart. At the top are the templates that can be sent from a work order. Below that you will find the e-mail templates that belong to invoices, quotations, automation, reports and TimeSheets. The specifications can be found in the relevant topics.
In this chapter we limit ourselves to the email templates, which have to do with a work order. Under the heading Email templates you will find eight possible mail templates.
Initially, there is a 0 behind each option, because no templates have been created yet. But when you open an option, you can add a mail template. You can add an e-mail template per [Service slip](https://out-smart.atlassian.net/wiki/spaces/TIB/pages/418611255). For example, you can send an English email to the customer who receives an English service slip of the work order, while the Dutch customer receives a Dutch work order and a Dutch email. We'll come back to how you add these templates later. First we’ll walk you through the different options:
Template notification when work order is completed: If the work order is sent from the app, the work order will get the status complete. When an e-mail template for a complete work order is linked to the Service slip of that work order, this template can be sent to the customer. This is sent automatically if in the [Device policies and settings](https://out-smart.atlassian.net/wiki/spaces/TIB/pages/418480214) the check mark is off for 'Do not send email to customer when work order is completed' and / or 'Do not send email to invoice customer when work order is completed'. If these checkmarks are enabled, no mail will be sent automatically, but it can always be sent manually from the back office. This e-mail is accompanied by a PDF of the work order in the attachment (unless in the PDF settings the check mark is checked under 'Disable work order attachment').
Template notification when order is registered: When a work order is dragged in the scheduler on stage Registered, this e-mail is sent to the customer. This allows you to indicate, for example, that a reservation has been made on date x, but that this is only final after confirmation from the customer. This confirmation must be processed manually by the planner, by setting the work order to stage Pending.
> ℹ️ These and the e-mails below are sent automatically when a check mark is set within the template that it may be sent automatically (except for the reminder and the customer satisfaction survey invitation).
Template notification when work order is assigned: When a work order is on the scheduler in stage ‘Pending’, this mail can be sent. This allows the customer to be informed that you are coming by on that date around that time. By means of parameters, data from the work order (such as the date, but also work address) is processed in the mail.
Template notification when work order date is changed: If a work order is pending or picked up, and it is postponed to another date or time, an email can be sent to the customer with the message that the appointment has changed.
Template notification work order reminder: A reminder can be sent to the customer x number of hours/days before the appointment is scheduled. When this template is opened, you will see information about the subject and sender above the mail (more information later in this article), but there is also a field with 'Time before the execution date'. If you do not select anything there, this mail will not be sent automatically. But you can also choose to have it send, for example, 6 hours before the execution or 7 days before the execution. In that case, this mail will be sent automatically. If it is on 7 days and you schedule the work order within three days from now, then the reminder will not be sent.
Template notification when work order is canceled: With this e-mail you can indicate that the assignment will not take place.
Templates notification to request a survey: If you're using OutSmart's Pro-plan, you can set up a customer satisfaction survey. With this e-mail template you can automatically send an invitation to participate in the CST x minutes / hours / days after completing the workorder. Via a link, the recipient can then give a score on various topics.
Template notification when order is assigned to employee: Once a work order has been set to Pending, the employee to whom the work order has been assigned can also receive an email. This is not done for all work orders, but only for the work orders where you click on 'Alarm' via the right mouse button on the planning board. For this it is important that the e-mail address of the employee is entered in his details.
## Making an email template
When you click on one of the options mentioned above, you can click Choose template or Add. Via Choose Template you can select and adjust one of two standard templates. By clicking Add, you can design the email template yourself. We advise you to choose Template, so that the basis of your mail is already in a nice design, after which you can adjust the content yourself.
Above you can see a template for the option 'Template notification when work order is assigned'. At the top you can see that the Topic still needs to be filled. This will be the topic of the email the customer receives. You can also fill this with a tag/parameter, so that, for example, the Work type of the work order is shown here: For example, if you fill this with 'Appointment for [TypeOfWork]' and the work order has type of activity 'Installation', the customer will receive an email with the subject 'Appointment for Installation'.
At Service slip, select from which service slip this mail should be sent. One mail template can be created per PDF setting.
Then you will see Sender’s email, there you can enter an e-mail address. As mentioned earlier, the emails from OutSmart are sent from the domain no-reply@werkbonapp.nl. The customer sees that the mail has been sent from the name entered in Display name. If the customer answers this email, this response will be sent to the email address entered in Sender’s email.
In the left field, the text and layout of the mail can be adjusted. If you can create formatting in html, you can also open and modify the source code (broncode) of the mail. Also if you want to copy a mail template, it is useful to copy the source code and paste it into the source code of another template.
If you want to put images in the mail, you can add them via the Add button under 'Add image'. There you upload the image, which you can then drag to the right place in the mail template.
> ⚠️ Please note that some email programs do not display the image directly, but only after the recipient gives permission to download images. And the image is sometimes shown in its original size, so advice is to upload the image in the dimensions you want the image to have in the mail.
## Mail through automations
With OutSmart's Pro-plan, you have the option of automations. Then you can set an automated action by our software based on set conditions. One of those actions is to send an email. When you reach the Email templates, you can scroll down to 'Automation templates'. There you can create unlimited e-mail templates. Make sure that you give the Title (above the subject) a clearly recognizable name, because based on this title you know in the automation which mail is being sent.