Overview
The Email and PDF editor enables you to create, customize, and manage standardized templates for both internal and customer-facing communications.
Templates ensure:
Consistent messaging across the platform
Reduced manual work
Accurate data population using system variables
Automated communication through workflow rules
Both Email and PDF templates dynamically pull information from predefined variables, allowing documents and messages to be generated automatically based on system data (such as customer details, order information, part status, and transaction data).
Creating a New Template
To create or modify templates, navigate to Management Console → Settings → Email & PDF Templates. Then select the "Create Template" button on each of the respective Email or PDF tabs.
When you first create a new template, the system requires two primary pieces of information to establish the framework:
Template Name: An internal title used to identify the template within your library.
Email/PDF Type: This selection is critical as it defines the context of the email or PDF (e.g., Order Confirmation, Quote Request, Delivery, etc.).
Important Notes:
Fixed at Creation: You can only select the Type when creating a brand-new template.
Variable Filtering: Only permitted variables associated with that specific type will be available in the editor.
System Availability: The selected type determines which buttons or menus in the AMFG app will trigger that template.
Changing Types: It is not possible to change the type of an existing template. To use a different type, you must delete the current template and create a new one.
Customizing Content
After the initial setup, you can access the full editor to update the following fields:
Header Configuration: Customize the Template's Name, Language, set a template as Default via Toggle, or set Active / Inactive Status for both Email and PDF templates.
Active / Inactive Status: Controls whether the template can be used
Active templates can be:
Used manually
Triggered by automation rules
Applied as default templates
Inactive templates cannot be used or triggered by rules.
Default Toggle: Marks this template as the default for this type
If multiple templates exist for the same type (for example, multiple order-related templates), the template marked as Default will automatically be used when generating a related record (e.g., a Quote or Order).
Note: You cannot Deactivate/Archive a Default template!
For Email Templates, define the additional fields as well:
From Name, From Email, and add Cc/Bcc addresses.
Email Subject: Use variables to create dynamic subjects (e.g., "Order Update for
{{customer_name}}").Attach PDF template (optional): Select from the list of existing PDF templates available for this Email Type. This will attach an additional document to the email, even if there is already a PDF attachment by default.
For PDF Templates, you can adjust the Paper width and height:
Note:
To ensure internal teams receive a copy of customer correspondence, you can add one or more Bcc addresses to your email templates. This ensures that every time a template is triggered—whether manually or through automation—a copy is delivered silently to the specified address.
Please refer to the Video tutorial below:
Adding Automatic Fields (Variables)
To insert automatically populated fields into Email or PDF templates:
Locate the variables panel on the right side of the editor
Drag and drop the required field into the content area
These variables dynamically extract data from the system when the template is generated.
For a complete list of supported variables, refer to:
List of Supported Variables in Email and PDF Templates
Variables Section:
Search Bar
Located at the top of the page.
Allows you to quickly find specific items by typing keywords.
Sort by Name Button
Enables alphabetical sorting.
You can sort:
Ascending (A–Z)
Descending (Z–A)
Variables Section (Organized by Categories)
Displayed below the sorting options.
Variables are grouped by category for easier navigation.
You can:
Browse through the categories.
Drag and drop a variable directly into the information table.
Information Table
The area where selected variables are placed.
Displays the data based on the variables you add.
Visual Editor:
Drag and drop fields from the right-hand sidebar into the editor window.
1. Open Blocks:
To access the available content blocks, click the plus (+) icon. This will open the block selection panel, allowing you to choose and insert the desired section into your template.
From the Open blocks section, you can add the following components:
Layout Sections – Predefined structural blocks to control page layout, including 1 Column, 1/2 Column, 1/3 Column, and 3/7 Column splits. These help organize content into structured columns.
Button Section – Adds a customizable button element, typically used for call-to-action links such as View Order or Download Invoice.
Divider (Table Block) – Inserts a visual separator or structured table block to clearly organize content.
Text Block – A standard text container used to add and format written content.
Text Section – A formatted text area designed for longer content segments.
Image – Allows you to upload and insert an image into the template.
Quote – Inserts a styled text block with preformatted placeholder text that can be edited.
Link – Converts selected text into a clickable hyperlink that directs users to a specified website.
Link Block – Adds a dedicated link element. The destination URL and related settings can be configured by clicking the cogwheel icon on the right side.
Grid Items – Adds a preset horizontal layout containing a title block, image, and pre-generated editable text. Ideal for displaying multiple items side by side.
List Items – Adds a preset vertical layout containing a title block, image, and pre-generated editable text. Suitable for structured or step-based content.
Video – Embeds a video element. The video source and display settings can be configured using the cogwheel icon.
Map – Inserts a map block. Location and display settings can be configured through the cogwheel icon.
Custom Code – Adds a block where custom HTML or other supported code can be inserted for advanced customization.
Page Break – Inserts a page break in the template, useful when structuring PDF documents across multiple pages.
2. Menu and Tools:
Editor Menu Overview
Below is a description of each numbered option in the editor toolbar:
Page Size
Set the page width and height.
The default configuration is set to A4.
You can customize the dimensions if a different format is required.
Page View (Device Preview)
Switch between different device views:
Monitor
Tablet
Phone
This allows you to preview how the layout adapts across screen sizes.
View Components
Highlights every table, text block, or element within the PDF.
Makes it easier to:
Select specific elements
Identify block dimensions
Edit content precisely
Preview
Opens a preview of the final document.
Displays the template without editing tools for a clean view.
Fullscreen
Expands the editor to full-screen mode.
Helps you focus and work with more screen space.
Export Template
Opens a window containing the template’s HTML source code.
You can copy the code and paste it into another template.
Note: The source code cannot be edited in this export window.
Undo / Redo
Undo reverses your last action.
Redo restores the last undone change.
Clear Canvas
Removes all components from the page.
Use with caution, as this erases the entire layout.
Export with Inline Styles
Downloads the template as an HTML file.
All styles are embedded inline to ensure consistent formatting.
Edit Code
Opens the code editor.
Allows direct modification of the template’s HTML/CSS.
11. Style Manager
Available when a text block, table, or line is selected.
Allows you to edit:
Font formatting
Size
Padding
Margin
Width & height
Other styling properties
12. Component Settings (Cogwheel Icon)
When an element is selected, clicking the cogwheel opens its specific settings.
Displays configurable options relevant to the selected component.
13. Layers Panel
Shows all components added to the template in a structured list.
Allows you to:
Quickly navigate between elements
Hide or show specific blocks
Manage element order
14. Open Blocks
Provides a library of predefined blocks.
You can insert ready-made sections into your template.
Speeds up layout creation and ensures consistent structure.
Understanding Template Types
When creating a template in AMFG, selecting the correct Type is a critical first step. This selection is not merely for organization; it defines the functional purpose of the email or document and dictates exactly where it will appear and what data it can display within the platform.
Why Email/PDF Type Selection is Critical
The system uses the Email/PDF Type to filter and provide relevant data "Variables". For example, a Quote-type PDF will have access to pricing and validity variables, whereas a Production-type PDF will focus on technical part specifications and machine data.
Fixed at Creation: You can only select the Email/PDF Type when creating a brand-new template.
Variable Filtering: Only permitted variables associated with that specific type will be available in the editor.
System Availability: The selected type determines which buttons or menus in the AMFG app will trigger that template.
Workflow Automation: The selected type determines which Workflow Automation rules can trigger the email. For instance, a "Quote Email" type can only be linked to quote submission events. There are also hard-coded email automations with default triggers.
Changing Types: It is not possible to change the type of an existing template. To use a different type, you must delete the current template and create a new one.
Source Code & Multi-Order Tags
The Source Code view allows advanced customization of templates.
This is particularly important when working with:
Variables
Multi-line data
Order-related variable groups
To correctly display certain variable groups (especially inside tables), you must use Multi-Order Tags. These tags ensure structured data renders properly when multiple items are involved.
Finalizing Templates
After completing your configuration:
Review layout and variable placement
Verify correct use of Multi-Order Tags (if applicable)
Ensure the template is marked Active
Confirm Default selection (if required)
Click Save
Proper configuration ensures accurate automated document generation and consistent system communication.
If any assistance is needed with creating or editing templates, please feel free to contact our Support team via support@amfg.ai or the in-app chatbot.