How to Create and Manage Email Templates

Learn how to build standardized, dynamic email messages to communicate efficiently with customers, agents, and your internal team.

Updated 9/15/2026

Email Templates allow you to create pre-built messages for various stages of your freight operations. By using dynamic parameters, these templates automatically pull live data (like shipment status, booking numbers, or dates) directly from FreighTools, saving your team time and ensuring consistent communication.

To manage your templates, navigate to Configuration → Process Management → Email Templates.

Navigating the Email Templates List

The main page displays a list of all configured templates in your system.

Each row provides a quick overview:

Name: The descriptive label of the template.
Entity Type: The specific FreighTools module the template is linked to (e.g., Shipping Order, Invoice).
Language: The language the template is written in (e.g., en for English, he for Hebrew).
Public / Reminder: Checkmarks indicating how the template is categorized.

Searching and Filtering

Use the search bar at the top to find a template by its name, or use the dropdown filters to narrow the list by:

Entity Type: View only templates related to specific records, such as Customer Shipments, Sales Proposals, or Invoices.
Reminder: Filter to show only templates designated as automated reminders.

Creating a New Email Template

To build a new template, click the + New Email Template button in the top-right corner.

1. Basic Template Settings

Name (Required): Give the template a clear name that defines its purpose and audience (e.g., "Booking Confirmation - To Agent").
Entity Type (Required): Select the FreighTools module this email relates to. Important: The entity you select here dictates which dynamic parameters will be available to use in the email body.
Language (Required): Select the language. If you operate multilingually, create separate templates for each language so the system can select the right one based on the recipient's contact preferences.
Flags:
- Public: Check this box to make the template available for other users within your company to select and use. (Note: This does not affect visibility in the Customer Portal).
- Reminder: Check this to designate the template for automated follow-up workflows.

2. Drafting the Content & Using Dynamic Parameters

The power of Email Templates lies in Dynamic Parameters—placeholders that automatically fill with real shipment or invoice data when the email is sent. All parameters use the #{{ParameterName}} syntax.

Subject: Enter your subject line. You can manually type parameters here (e.g., Update on Shipment #{{CSCode}}).
Body Text: Use the rich-text editor to draft your message. You can format text, add tables, insert images, or even switch to "Source" view to paste raw HTML.
Inserting Parameters: To add live data, place your cursor in the text editor and select a field from the Parameters dropdown. The system will insert the correct tag into your text (e.g., #{{Actual Delivery}}, #{{Carrier}}, #{{Booking Number}}, #{{Shipper Name}}, etc.). Note: The options in this dropdown change based on the Entity Type you selected.

3. Adding Attachments

Use the Attachment Files section to upload static documents (like standard Terms & Conditions or a company brochure) that should be included every time this template is used.

Once your template is complete, click Save Changes.

Editing or Deleting a Template

To Edit: Click the Pencil icon next to any template in the list. You can update the text, change parameters, or adjust settings. Click Update to save.
To Delete: Open the edit panel and click the Delete button.

[!WARNING] Before Deleting: Always verify that a template is not currently tied to an active automation rule or business process. Deleting an active template will cause those automated emails to fail.