> ## 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.
# Email Templates
> Use Email Templates settings to preview, edit, test, reset, enable, and disable the customer-facing email templates Arcus sends for orders, quotes, invoices, payments, shipping, refunds, backorders, and statements.
Templates change customer-facing copy. Preview and test each edited template
before using it with live customers.
## Open Email Templates
1. Open **Settings**.
2. Choose **Entity Settings**.
3. Open the **Documents and Email** group.
4. Choose **Email Templates**.
## 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.
## 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.
## 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.
## 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.
## 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.
## 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.
## 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.
## 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.
## Related Articles
Configure sender identity, notification toggles, custom sending domain, and test-send verification.
Review delivery history, resend customer messages, and troubleshoot failed or skipped sends.
Review the complete Documents and Email settings group.
Help customers download documents and manage optional communication preferences.