Text modules

Texts for cover letters, commercial transactions, master data (email, offers,...)

You can select and insert text blocks when entering texts

A text block supports the secure creation of emails and texts for offers and other documents. In addition to a centrally maintained wording, current attachments are also stored. The text blocks are filtered depending on the context and offered for selection. When creating an email for a contact, the language and the "friend" status are also important.

In the toolbar for text entry, the “Text block” symbol allows you to select the text blocks provided. This selection depends on the context and personal access rights.

Maintain text modules (administration)

In the Text Blocks view, text blocks are stored for shared use. Management and selection are organized hierarchically so that the text blocks can be arranged in a tree structure.

Text Icon, Context and Name (selection)

An icon is used to improve the selection of text modules. The system uses the context to only provide the appropriate text modules. There are restrictions on use in emails, entering header and footer texts for processes, product texts, etc. Text modules can thus be assigned to their respective use. Text modules marked with "Workflow" are not offered for selection and are only accessed via the workflow.

The system checks the language of the process and the "Friend" status in the contact in order to reduce the selection to suitable texts. The selection is multilingual, so that the name of the text module can be stored in different languages such as DE (German), EN (English), etc.

subject and content

Placeholders can be stored in the subject and text. Whether the subject is included in an email, for example, can be activated with "Read subject".

These placeholders are replaced from the context when entering the data.

Example

Subject "Offer No. <$number>. <$subject>" The transaction number and subject are read from the transaction.

Text "<$k-greeting name>.... <$signature>" The salutation is read from the contact. The email signature from the current employee.

In the toolbar for entering text, the "Placeholder" symbol provides a selection of possible placeholders. The placeholders stored in the subject and text are filled from the context: the company name, the salutation,... (from the contact, the process, the client and the employee).

For quick entry, the text block can contain HTML (e.g. for an email). To do this, you can have the subject automatically set to the name of the text block "Read subject" and also add "attachments". This way, you can send a prospective customer product information including a brochure very quickly.

Prepare text block via website

Store a well-designed HTML file on your web server. This file can be created by you or by an agency. All embedded images should be saved on the web server so that the recipient can load them directly from there. This reduces the volume of the email and allows you to correct any errors in the content of the images even after they have been sent. The recipient always sees the current status and attachments in the email are avoided.

What to consider - Optimize HTML for email recipients

When you cut and paste content from a website with images into a text block, the following points should be considered, as many email clients only support a limited number of HTML tags and CSS properties:

Inliner CSS:

Many email clients ignore external CSS or <style> tags. Therefore, all CSS properties should be defined inline to ensure consistent rendering.

Simple Layouts:

Avoid complex layouts. Stick to simple structures, as many email clients have trouble with modern CSS techniques like flexbox or grid.

Absolute URLs:

Use absolute URLs for all images and links to ensure that they can be loaded by any recipient without issues.

Responsive Design:

Ensure that the newsletter is displayed well on various devices, especially mobile devices. Use flexible layout techniques like tables and percentage-based widths to facilitate adaptation to different screen sizes.

Alt Text for Images:

Add alt text for all images. This ensures that important information is visible even if the images fail to load for any reason.

Fonts and Colors:

Use standard web-safe fonts and define them inline to ensure consistent rendering across different email clients. Avoid custom and web fonts, as these are not supported everywhere and can cause display issues.

Image Optimization:

Make sure the image file sizes are optimized to minimize the newsletter's load time. Ideally, compress images without visible loss of quality.

Fallback Mechanisms:

Implement fallback strategies in case certain elements or images fail to load. This includes simple placeholders and a functional layout without images.

Testing on Different Email Clients:

Test the newsletter in various email clients (e.g., Outlook, Gmail, Yahoo Mail, Apple Mail) and on different devices to ensure that the content displays consistently everywhere.

Accessibility:

Use semantic HTML tags and ensure sufficient contrast between text and background. This improves readability for people with visual impairments.

<!DOCTYPE html>

<html>

<head>

<title>Newsletter</title>

<style>

/* Inline CSS for better support in email clients */

body { font-family: Arial, sans-serif; }

img { max-width: 100%; height: auto; }

</style>

</head>

<body>

<h1>Welcome to our Newsletter</h1>

<p>Here is the content that was copied from the website:</p>

</body>

</html>

Access "Display for selection, use, authorization"

Text modules can be assigned to a tree to organize the selection. If a level cannot be selected, all the levels below it will not be offered.

Text modules can be assigned access rights (sales, technology, accounting, etc.), which reduces the selection for quick access.

Nutzung im Workflow

The use of text modules in the workflow ensures easy management and assignment of required texts in the process design (email text for the invoice, etc.)

The stored alias allows the text module to be controlled in the workflow (see order processing)

If a text module is needed in the workflow, it is created empty to complete it (if it does not exist).

Import

For import see: Group import

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