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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.

Templates change customer-facing copy. Preview and test each edited template before using it with live customers.

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Open Email Templates

  1. Open Settings.
  2. Choose Entity Settings.
  3. Open the Documents and Email group.
  4. Choose Email Templates.
Email Templates settings list with active, disabled, customer email, system alert, preview, edit, test, reset, enable, and disable controls

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Template Types

Arcus shows templates that are configurable for the entity.
  • Customer Email templates are customer-facing and can usually be previewed, edited, tested, reset, enabled, or disabled.
  • System Alert templates are internal operational alerts. Some are read-only because Arcus generates the body from system events.
Platform authentication emails, password reset messages, invitations, and other platform-controlled messages are not edited from this entity template page.

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Preview Before Editing

Click Preview to render the saved template with sample data and current entity branding. Preview is safer than reading raw HTML because it shows how conditionals, variables, logo, footer, and company information will appear. Use preview to check:
  • Subject line.
  • Logo and company name.
  • Customer greeting.
  • Document number or link text.
  • Payment, quote, invoice, shipment, or return wording.
  • Footer text and support contact.

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Edit A Template

  1. Click Edit on the template.
  2. Change the subject or HTML body.
  3. Use the live preview on the right side of the editor.
  4. Use Variables to insert supported placeholders.
  5. Save the template.
  6. Send a test email.
Use supported variables instead of hardcoding customer names, document numbers, amounts, links, or due dates. Variables are replaced when Arcus sends the real message.
Do not remove required customer action links Quote approval, invoice payment, shipment tracking, preference management, and document links may be the reason the email exists. If you remove the link or variable, customers may not be able to finish the workflow.

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Test A Template

Click Test on a template to send a sample version to a chosen email address. This does not send a real invoice, order, quote, or shipment. It sends a rendered sample so you can verify layout and delivery. Test after:
  • Changing subject line text.
  • Editing HTML body copy.
  • Changing variables.
  • Changing the email logo or footer.
  • Enabling a previously disabled template.
  • Updating a custom sending domain.

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Reset A Template

Use Reset when custom copy should be discarded and the default Arcus version should return. Before resetting:
  1. Confirm the team no longer needs the custom wording.
  2. Preview the current version.
  3. Save a note outside Arcus if the old copy needs to be referenced later.
  4. Reset the template.
  5. Preview and test the default version.

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Enable Or Disable

Some templates can be disabled. Disable only when the business has a clear replacement process or the related workflow should not email customers. Examples:
  • Keep invoices, receipts, refunds, and shipment notices active unless the team has another customer communication process.
  • Consider monthly statements separately because they are controlled by both the template and the Email Configuration digest toggle.
  • Do not rely on disabling a template as a substitute for fixing wrong customer email addresses.

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Read-Only System Alerts

Read-only system alert templates cannot be edited, disabled, or reset from the entity page. Arcus uses them for important internal events where consistent system wording matters. If the alert content looks wrong, treat it as a product issue rather than a normal template edit.

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Common Blocks

  • Edit is disabled: the template is read-only.
  • Preview failed: refresh the page and try again. If it keeps failing, leave the template unchanged and report the issue.
  • Variable rendered blank: the real workflow may not supply that variable. Use the variable list for that template.
  • Customer did not receive the message: check template active state, Email Configuration toggles, customer preferences, and Email Log.
  • Test email looks right but real email differs: real sends use real customer and document data, while test sends use sample data.
  • Reset changed more than expected: reset restores the default subject and body for that template.

Email Configuration

Configure sender identity, notification toggles, custom sending domain, and test-send verification.

Email Log and Account Communications

Review delivery history, resend customer messages, and troubleshoot failed or skipped sends.

Documents and Email Settings

Review the complete Documents and Email settings group.

Portal Documents and Email Preferences

Help customers download documents and manage optional communication preferences.