Apply language codes to email template variants

Cronus has a growing number of international customers and up until now, we’ve been manually translating emails before they get sent for our key customers. So it would be great to automate sending Accounts Receivable emails in certain languages so that we remove the opportunity for this to go wrong through human error.

Ester, Accountant at Cronus

The language code used on the document can be used as the trigger for a variant template line. Document Output can help you quickly set up email template lines for different language codes, with downloadable templates.

Take a tour in the solution

In this scenario, you're helping to set up language variants of email templates at the demonstration company, Continia.

To create language variants, you will use two methods for different scenarios:

1. Download and import ready-to-go email templates for the target language.
2. Use the Copy Line action to quickly create language code variants of existing email template lines.

Import email template versions for different countries

Document Output provides free, importable email templates for a range of countries to supplement the default language templates used for your company’s country. These country templates include a language version of the HTML email template and a translated file name for the attachment.

You can easily add these email templates.

1. From the Email Templates page, open the Continia Online action menu.
2. Click Download Templates…
3. Select the country templates to Import.
4. In the Action column, choose for each of the listed email templates to either:
   • Create a new email template line for the language.
   • Replace any existing line with this language version.
   • Skip changing this email template.
5. Click OK, and then check the confirmation message.

When you open any of the changed email templates, any imported country templates will show in the Email Template Lines FastTab.

Add language codes to copied variant email template lines

The Copy Line action in an email template lets you quickly add a Language Code during the copying process.

1. Select the variant email template to copy, and click Copy Line in the Manage action menu.
2. In the Copy Email Template Line page, select a Language Code.
3. Click OK to create the new line, copying all configurations from the selected line, such as Variant Criteria, File Name, Merge PDFs, and PDF Password.
4. Update the new Email Template Line to the target language, including:
   • File Name
   • Email Template HTML Template, which includes the email message subject and body text.
   • Creating a language version of the email signature. See the learning unit section about creating email signatures.

Other resources

More learning resources for this topic include:

• Using multiple variant criteria on email template lines (Continia Docs article)
• Copy email template lines (Continia Docs article)