Document Templates


To set up the templates for the emails and documents used in MagManager, go to Settings, and click on Document Templates (found in the Admin section). You will see two tabs, "System Documents" and "My Documents".

System Documents

The system documents are the ones that MagManager uses in the following situations:

  • Booking Confirmation Email: After creating (or modifying) a booking for a client, when you click Save and Email, this email template is used.
  • Content Assigned Email: When content (artwork) is assigned to someone, they will automatically receive an email from this template.
  • Invoice: The template used for creating pdf files for your invoices.
  • Invoice Email: The template used for emailing invoices to your clients.
  • Statement Email: For users who do not have MagManager linked to an accounts package

If you have the MagManager client portal enabled, you will also see the following:

  • Client Artwork Approval Request: for email sent when you request artwork approval from a client
  • Client Artwork Request: for email sent when you request artwork from a client
  • Portal Welcome Email- under development

Before Starting

We recommend you type the text directly into the editor but if you plan to copy and paste the text, follow the instructions below:

Important: If you plan to copy and paste text into the MagManager editor, it must be plain text that's copied over.  DO NOT copy & paste directly from Word as hidden formatting is included (this is visable when viewing in code view).

From a PC - put your text into Notepad and copy it from there into the MagManager Editor

From a MAC - put your text into TextEdit. Click format and choose Make Plain Text. Copy the text from there into the MagManager Editor


Once the text is in the MagManager editor it can be formatted from there.

My Documents

Here you can set up your own email or standard (that is, pdf) document templates, to be saved and used in mail shots - read more below.

Modifying the system documents

If you want to send booking confirmation emails, artwork emails or invoicing emails from MagManager, you will need to customise the email template documents. If you are going to send out invoices from MagManager, you will also need to customise the pdf invoice document.

Click on the gear icon -top right of the screen > Under the Admin heading click Document Templates. You will see a list of the system documents. Clicking on one of them will open it up so that you can modify it.

About “tokens”

The document templates allow you to use your own text and images along with “tokens” or placeholders that will be filled with client data when the documents are sent. These are listed on the left-hand side of the document template.

The list of available tokens will change depending on the context, so if you are modifying the booking email template, you will have the option to send an email to the Artwork Contact, and if you are working on the invoice email template, you will see the Accounts Contact in the list.

NOTE: In order to track responses you must add the Tracking ID token to the email.

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Modifying email templates

Select the email template you want to edit from the System Documents.

Step 1: The To, CC, BCC fields & Attachments

Click in the ‘To’ field, and you will see a context-sensitive list of options for the contact you may wish to send the email to.

NOTE: If you select a token for the Accounts Contact or Artwork contact, MagManager will use the Primary Contact if these other contacts are not available for a client. For this reason, you should not include both the Primary Contact and Accounts Contact tokens in the same email.

Click on the contact you want to send the email to, and then click on “Email”. This will add a “token” for that contact in the ‘To’ field of emails you send. 

You can add email address tokens to the CC or BCC fields in the same way, if you wish to.

If you wish to add an attachment such at 'Terms & Conditions' to the email template - click on the Attachments field and select the attachment from the drop down menu (assuming you have already uploaded it.)  Or if you wish to add a New Attachment, click on the button to add a new file.

TIP: If you also add a token for “Current User”, an email will also be sent to the login email address of the person who sends the email.


Step 2: The email body

You will see that the body part of the email template is made up of ordinary text, and “tokens” highlighted in yellow. You can delete existing tokens and add new ones from the token list at the left-hand side of the template.

To add new tokens, click in the template where you want the token to go, and then locate and click on the token you want. 

If you click on a yellow highlighted token, you will see it turn to orange, and a box will appear where you can enter a default value to be used if the actual value is not available. When you are finished, click in the main content box again.

Once you have set this value, it will appear in the default box when you click on the token. The default can be removed by clicking on the red Delete button.

Step 3: Formatting email templates

You can format your email template using the formatting bar. This has some of the features of a word-processing app, such as the ability to make text bold or italic. You can also change the font size or choose from a limited set of fonts.

Save the template when you have finished.

To add a logo or other image, click on the image icon to upload your logo. You can then click on your image in the template and adjust the size of the image, and whether it is aligned left, right or centre.

TIP: A good typical size for a rectangular logo is 200px – 400px. A good size for a banner you want to go across the width of our message is 850px. Although you can resize an image in the editor,  how it displays will depend on how the receivers email reader renders images.  So it's recommended that you upload the image as the actual size in pixels and also save the image at a low resolution suitable for emailing so that the file is ideally under 50kb.

TIP: If you have access to someone with a knowledge of html (code used to create websites), clicking on the code button allows you to access the html for more advanced formatting (although it may be easier to work in a code editor and copy and paste in - ideally from notepad to avoid pasting unnecessary hidden formatting.)

TIP:  It's a legal requirement to include your business name, company number, place of registration and registered address preferably in a text format. It's also good practice to include your phone number, your email address and website details.  And If you are VAT registered, include your VAT number.  

NOTE: Although it is possible to add images to a mailing, they should be used with caution and are best used in conjunction with a knowledge of html. The maximum width for images you put in an email template is 850px.


Modifying the Invoice Template

If you will be sending out invoices from MagManager, you will want to modify the invoice pdf template before you start. Click on the Invoice template in System Documents.

You can modify the default template in the same way as was described for email templates.

Click the Preview button at the very bottom left of the screen, and MagManager will download a pdf with sample data. 

TIP: When you are ready to start sending invoices, create just one to start with so you can check that the pdf looks the way you want it to.


Creating or modifying your own documents

Here you can set up your own email or standard (that is, pdf) document templates, to be saved and used in mailshots. 

Go to the main settings page > Under Admin > Select  Document Templates > Select My Documents tab > Click the green "New Document" button top-right of the screen > Next choose Email Document > Choose a context (for mailshots use General) > Under Base My Document on Select Create A New Document or select an existing one to modify.


You can now use your own text along with tokens in the way described in  "modifying email templates" above. 

Adding an "unsubscribe" link

To allow a client to unsubscribe or to update their contact preferences, you must include an “update preferences” link at the end of all your marketing emails. This is needed for compliance with the EU General Data Protection Regulation (GDPR) legislation.

In MagManager, when you create an email template using the "general" context, you will have the option to add a token which creates a link allowing your clients to update their contact preferences.

If your client clicks on the link, they will be taken to our customer portal where they can easily record their contact preferences or unsubscribe.

To use the Customer Portal, you first need to enable it (if you haven't already done so) by going to Settings System Defaults and in the Client Portal section, toggle on the switches for “Use Customer Portal.” You will need to customise the portal with your own logo and add your privacy policy and terms and conditions. To do this, go to Settings Settings Customise Portal. 

For example, using your own choice of words, you could add this line at the bottom of the template: “To update your preferences, please click

The token will be replaced in the actual email by the word “here” and a link to the customer portal. Clicking “here” will take your client to the customer portal.


Adding a Tracking ID

In order to track the responses per email campaign you need to add a Tracking ID token to the email document template prior to sending.

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The tracking ID will appear as tiny text at the bottom of the email

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The responses will be recorded on the Mailshots screen

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Click here for an overview of the Mailshot Dashboard

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