Email Templates

Email Templates (/settings/email-templates) holds your company's wording for the 20 standard emails the product prefills — one per situation: cargo received, arrival notice, booking confirmed, quote, invoice, proof of delivery, and the rest. Out of the box every company gets the same built-in text. Edit it here once and, from that moment, every operator in your company opens the send dialog with your wording instead — merge fields still filling in from the real record.

Editing the message inside the send dialog still works exactly as before, and still wins for that one send. What Email Templates adds is making the edit stick for everyone.

The 20 templates

They are grouped by module, in the order you meet them on the screen:

Departure and Arrival exist three times because the text differs by transport mode — an ocean arrival names the vessel and the last free day, an air arrival names the flight. Edit the ones your lanes actually use; the rest keep the built-in wording.

Each row shows whether it is Standard (built-in) or Customised (yours), and when it was last edited. Accounts appears too, with no templates: an email composed from an account opens blank by design, because it has no single purpose.

Who can edit

Managers, Admins, and Owners can save and reset templates. Everyone else sees "Only Managers, Admins and Owners can change the company's email wording. You can read the current wording below." — no Edit, no Reset — and can still edit any individual email in the send dialog before it goes out. The wording is your company's commercial voice, so it is deliberately set in one place rather than per person.

Merge fields

Edit opens two fields — Subject and Message — beside a live Preview that shows the merge fields as chips.

A merge field is a placeholder in single braces that fills in from the record when the email is composed — {receiptNumber}, {eta}, {consigneeName}. Use the Insert field menu rather than typing them: it inserts the field at your cursor with the exact spelling.

The available fields differ per template. An arrival notice knows the vessel and the last free day; a warehouse receipt does not. The Insert field menu on each template lists only the fields that template can fill.

An unrecognised field is left blank in the sent email — no warning, no error, just a gap where the number should have been. That is why the editor refuses to save a field it does not recognise: the save-time error is the only thing standing between a typo like {recieptNumber} and a hole in every arrival notice you send. If you see "Unknown merge field(s)", check the spelling against the Insert field menu.

The body is plain text. HTML tags are rejected on save.

Single braces here, double braces in Status Flow

Status Flow stage automations use a different placeholder syntax — {{doubleBraces}}. Email Templates uses single braces, and rejects double braces on save. They are not interchangeable: paste {{shipmentNumber}} into an email template and the customer would receive a stray pair of braces instead of the number. Copy field names from the Insert field menu on this page, not from a workflow automation.

Your signature

Do not type your signature into the body. Your sender signature is appended automatically when the email is composed, so a signature in the template would send twice.

Reset to standard

Reset deletes your version and returns that template to the built-in wording. The confirmation is explicit — "The wording your company wrote … will be deleted and every operator goes back to the standard Linbis text. This cannot be undone." — with Keep my wording to back out. It is not a draft toggle: the customised text is gone and the row flips back to Standard. Copy your text somewhere safe first if you might want it back.

Before resetting (or before rewriting), Compare to standard in the editor shows the built-in subject and message beside yours.

What this does not change

Your wording applies to emails a person sends from a record — the Send Shipment Update, Send Receipt Update, Send Invoice, and Send quote dialogs and their siblings.

Emails sent automatically keep the standard wording: anything fired by a workflow automation, and anything the email agent sends on its own. If you customise your arrival notice here, an operator sending it from the shipment uses your text — an automation sending it overnight still uses the built-in text.

Languages

Your wording is used for every recipient, in every language. Six of the standard templates ship with a Spanish version, and a customised template replaces those too — so a company that rewrites its cargo-received notice sends that same rewritten text to a Spanish-speaking consignee. If you serve customers in more than one language, write the template accordingly.

Related

• Reply to a customer from the shipment file
• Connect email
• Status Flow — stage automations and their {{double brace}} fields
• Workflow Templates
• Roles & Permissions
• Settings reference