> ## Documentation Index
> Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Documents and Email Settings
> Documents and Email settings control customer-facing PDFs, document numbering, transactional email identity, notification preferences, editable email templates, and quote expiration behavior.
## Open Documents and Email Settings
1. Open **Settings**.
2. Choose **Entity Settings**.
3. Find the **Documents and Email** group in the left navigation.
4. Review Documents, Document Numbering, Email Configuration, Email Templates, and Sales and Quotes.
**These settings touch real customers**
Test document text, email identity, and template changes before relying on them in
production. A small wording or sender change can affect quotes, order confirmations,
invoices, packing slips, receipts, reminders, and monthly statements.
Control prefixes, padding, current value visibility, and next-number previews for future documents.
Configure sender identity, notification toggles, custom sending domain, and test-send verification.
Preview, edit, test, reset, enable, and disable customer-facing email templates.
Configure quote expiration timing and review quote terms, public approval, and customer-facing quote flows.
Review delivery status, skipped messages, resends, and customer communication history.
## Documents
The Documents page controls the terms and footer text that appear on generated PDFs.
These fields autosave after editing, so treat them like live document copy.
* **Quote Terms and Conditions**: appears on quote PDFs.
* **Order Confirmation Terms and Conditions**: appears on sales order confirmation PDFs.
* **Invoice Terms and Conditions**: appears on invoice PDFs.
* **Packing Slip Footer Message**: appears on packing slips.
**Keep PDF copy short and operational**
Put payment terms, expiration language, warranty notes, pickup rules, or return
instructions here. Avoid long legal text unless your team has reviewed how it renders
on multi-page documents.
## Document Numbering
Document Numbering controls prefixes, padding, and the next number preview for future
documents. Use it when matching a legacy numbering format or cleaning up new-entity setup.
* **Prefix**: text placed before the number, such as a document abbreviation.
* **Padding**: how many digits appear in the numeric portion.
* **Current value**: the current sequence position for that document type.
* **Next preview**: what the next generated number should look like.
**Do not reuse issued numbers**
Avoid decreasing a counter into a range already used by orders, invoices, checks, or
other documents. Duplicated numbers create customer confusion and audit cleanup work.
## Email Configuration
Email Configuration controls sender identity, reply routing, branding, footer text,
notification toggles, custom sending domain setup, and test-send verification.
* **From Email**: the address customers see as the sender when configured.
* **Reply-To**: where customer replies should go.
* **Company Name**: the sender or display name used in emails.
* **Support Email**: the support contact for customer questions.
* **Email Logo**: branding used in email templates.
* **Footer Text**: standard footer content included in outgoing emails.
* **Notification Preferences**: toggles for specific automated email types.
**Custom domains need verification**
If you use a custom sending domain, finish the domain verification steps before expecting
customer-facing email to use that domain reliably. Until verification completes, emails
may continue to use the platform sender.
## Email Notification Toggles
Notification toggles control automated customer messages. Review them after changing
order, invoice, quote, payment, or customer portal workflows.
* Order confirmations.
* Shipment and delivery notices.
* Invoice and receipt emails.
* Refund and credit memo notices.
* Quote emails and quote reminders.
* Backorder updates.
* Welcome messages.
* Card expiration reminders.
* Monthly statements.
## Email Templates
Email Templates control the subject, body, variables, preview, test send, and enablement
of transactional emails. Some system templates can be previewed but are intentionally
read-only.
* **Preview**: review the rendered template before editing.
* **Edit**: change template subject or body when the template is editable.
* **Test**: send a test email to confirm formatting and delivery.
* **Reset**: restore a template when custom copy should be discarded.
* **Enable or Disable**: turn specific templates on or off when supported.
* **Variable reference**: use supported variables instead of hardcoded customer or order values.
## Sales and Quotes
Sales and Quotes settings include quote expiration behavior. This affects how long quotes
remain valid and how customers understand quote timing.
1. Open **Sales and Quotes**.
2. Review quote expiration days.
3. Save the value your sales team expects.
4. Create a test quote and confirm the customer-facing copy reads correctly.
## What to Test After Changes
* **PDF text**: generate a quote, order confirmation, invoice, and packing slip.
* **Numbering**: create a draft document and confirm the next number format.
* **Email identity**: send a test email and confirm sender, reply-to, logo, and footer.
* **Template changes**: preview and test the edited template before using it with customers.
* **Quote expiration**: create a test quote and confirm the expiration behavior is clear.
## Common Blocks
* **Email did not send**: check template enablement, notification toggles, recipient address, and Email Log status.
* **Replies go to the wrong person**: review Reply-To and support email settings.
* **Logo looks blurry**: upload a higher-resolution logo and test an email or PDF again.
* **Variables render blank**: confirm the template uses supported variables for that email type.
* **Number preview looks wrong**: review prefix and padding before saving.
* **Terms do not appear where expected**: confirm you edited the matching document type.
## Related Articles
Understand the admin surfaces, settings groups, and workflow impact areas.
Use the central document library for generated PDFs, uploaded files, signed links, metadata, and archive cleanup.
Control future prefixes, padding, and next-number previews without changing already-issued document numbers.
Configure sender identity, reply routing, branding, notification toggles, domain verification, and test emails.
Preview, edit, test, reset, enable, and disable customer-facing templates safely.
Configure quote expiration days and understand quote approval handoff.
Help customers download visible documents and manage optional email preferences from the portal.
Explain token-based email preference links, unsubscribe choices, re-subscribe, and transactional email limits.
Use the email log, preview/resend tools, and account communication preferences.
Find, create, post, send, pay, correct, and void customer invoices.