Video 9 of 26 ยท Set Up

Email Templates and Sending Documents

Check and test the covering email, send a document, and see what went out

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Watch the Email Templates and Sending Documents video
Watch the Email Templates and Sending Documents video on YouTube
Watch the video walkthroughhttps://youtu.be/Pjtr3bpmkJ4

In this walkthrough, you'll see how the Deep Space web app emails your commercial documents. We'll cover how email templates are matched to documents, how to check and test one, how to send a document, and how to see what went out. Then the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

How it works

Every document you send goes out with a covering email. That email comes from an email template: a subject and a body, w
Every document you send goes out with a covering email. That email comes from an email template: a subject and a body, with variables that fill from the record when you send. Go to Admin, Email Template Library to see them all.
Here's the one rule. An email template is matched to a document by its category and type, and it must be Active. Only on
Here's the one rule. An email template is matched to a document by its category and type, and it must be Active. Only one Active template per type is used.

Check and test

Click a template to see its subject and body. From here you can preview it, send a test, edit, duplicate or delete it.
Click a template to see its subject and body. From here you can preview it, send a test, edit, duplicate or delete it.
Send Test Email fills the variables with sample values and sends it to you only. To show a colleague, forward it from yo
Send Test Email fills the variables with sample values and sends it to you only. To show a colleague, forward it from your inbox.
Standard emails carry a hidden version marker, so Deep Space can keep them up to date. Once you save your own change, th
Standard emails carry a hidden version marker, so Deep Space can keep them up to date. Once you save your own change, that email is yours and is never overwritten. If you'd like the wording of a standard document email changed, ask Deep Space support and we'll set it up for you.

Send a document

On any commercial record, click Generate and Send. Step one is the document template. You can check the fields and previ
On any commercial record, click Generate and Send. Step one is the document template. You can check the fields and preview the document.
Step two is the email. Deep Space offers the Active email templates for this document type. Pick one, or tick the box to
Step two is the email. Deep Space offers the Active email templates for this document type. Pick one, or tick the box to use the active template.
Use the eye icon to preview the email before it goes.
Use the eye icon to preview the email before it goes.
Step three is the recipients. Set the PDF filename, then add each recipient. There's no separate CC field, so add everyo
Step three is the recipients. Set the PDF filename, then add each recipient. There's no separate CC field, so add everyone who should get it. Then click Send.

After it's sent

Emails go out from your connected mailbox, so replies come straight back to you. Connect Microsoft 365 or Google from Co
Emails go out from your connected mailbox, so replies come straight back to you. Connect Microsoft 365 or Google from Connected accounts, in your profile menu.
Admin, Notification Log lists every email the workspace has sent. Filter by category or type, and open a row to see who
Admin, Notification Log lists every email the workspace has sent. Filter by category or type, and open a row to see who got it and, if it failed, why.

Common questions

No email template is offered.

None of that type is Active. Tick Show inactive templates to find it, and check its type matches the document.

No email template is offered.
None of that type is Active. Tick Show inactive templates to find it, and check its type matches the document.

The wrong email appears.

Its type doesn't match the document being sent. Check the category and type.

The wrong email appears.
Its type doesn't match the document being sent. Check the category and type.

An amber notice shows and Send is greyed out.

The email uses a variable nothing fills for this record, often a typo. Pick another email template, or use the active one.

An amber notice shows and Send is greyed out.
The email uses a variable nothing fills for this record, often a typo. Pick another email template, or use the active one.

It shows Failed in the Notification Log.

Open the row and read the last error. Fix the template or the record, then send again.

It shows Failed in the Notification Log.
Open the row and read the last error. Fix the template or the record, then send again.

The recipient says there's no attachment.

Signature requests carry a secure signing link instead of a PDF. Every other document email attaches the PDF and adds a 7 day download link.

The recipient says there's no attachment.
Signature requests carry a secure signing link instead of a PDF. Every other document email attaches the PDF and adds a 7 day download link.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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