Managing quote email messages

SECURITY  Security level with Admin permission to configure Sales & Opportunities. Refer to Admin security settings.

SECURITY  Security Level with access to CRM and Can Manage Quote Templates and Quote Email Messages Outside of Admin permission.

NAVIGATION   > CRM > Tools/Setup > Quote Email Messages

NAVIGATION   > Admin > Features & Settings > Sales & Opportunities > Quote Email Messages

About quote email messages

The quote email message template controls the body of the email message, the subject, and whether the message includes a PDF version of the quote as an attachment, a link to an HTML version of the quote, or both.

About default Quote Email Message templates

Autotask provides three quote email messages:

  • The HTML Quote - This message template links to the standard quote URL
  • The Quote Approval Request - This message is used to request customer approval for a quote through email. It links to a URL where the user can approve or decline the quote.
  • The PDF Quote - This message has the quote attached as a PDF

All three messages are completely editable, although you must not delete the [Quote: Link] variable that will open the quote URLs. And, you can delete or inactivate all but the quote email message you have set as the default.

When should you create additional quote email message templates?

For most Autotask customers, the basic message templates, especially if you edit them to better fit your needs, will be sufficient. For additional customization, you can personalize the Email Notes field on the Quote Settings and the Publish pages. Refer to Publishing a quote. You should contemplate additional quote email messages in the following circumstances:

  • You have customers who speak a different language and want your email message to reflect that
  • You would like to provide more details for specific customers and don't want to manually personalize the quote email message each time you publish a quote

NOTE  To set a quote email message default at the country level, you must edit the country. Refer to Managing your Countries list. To set a quote email message default at the organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. level, you must edit the Quote Settings page. Refer to The Quote Settings tab and page.

Managing quote email messages

The Quote Email Messages page lists all the quote email message templates in your Autotask instance. The list will always include the three templates provided by Autotask, which cannot be deleted or inactivated.

To add a quote email message, do the following:

  1. To open the page, use the path(s) in the Security and navigation section above.

  2. Click New. Refer to Adding or editing email message templates for invoices or quotes.

Option Description

Edit, Edit [Entity Name]

Puts the selected row into Edit mode or opens the Edit <Option> dialog. The fields that can be edited are usually the ones you populate when you create a new list item. Make your changes and click Save, or Cancel.

NOTE  On some pages, you may not be able to edit System options.

Set as Default

Sets the selected option as the system default. The default option is assigned to any item that does not have an option specified when it is created.

There can be only one default option. When you specify a new default, the default setting is automatically removed from the previously selected default. The newly specified default category will be applied to all items associated with the previous default category.

Activate/Inactivate, Activate/Inactivate [Entity Name]

New options are active by default.

  • When an option is inactivated, it is no longer available for use, but existing associations with other entities remain in place and in effect.
  • You will be unable to inactivate an option that is referenced elsewhere.

NOTE  Sometimes, the association that prevents inactivation is not obvious. For example, to inactivate a ticket status associated with Incoming Email Processing, you must select a different one first.

Delete, Delete [Entity Name]

The ability to delete an option is severely restricted. List options cannot be deleted if:

  • The option is a system option
  • The option is the default option where a default is required
  • The option is associated with (has been used for) an entity

IMPORTANT  To preserve data integrity, Autotask prevents deletion of entities that have dependent entities or are referenced elsewhere! If you are unable to delete an entity, you should inactivate it to make it unavailable for use.