How to Configure Mail Template in iDempiere

Mail Template is the iDempiere window that stores reusable email Subject and Mail Text content, in plain text or HTML, for communications.

Businesses use it for product announcements, promotions, and customer reminders, personalizing each email with variables like @Name@ before sending.

The template itself only defines content; delivery is handled by processes such as Send Mail Text using the Tenant’s SMTP configuration.

Process Flow

A Mail Template stores the email Subject and Mail Text.
The HTML checkbox determines whether Mail Text is rendered as HTML or plain text.
One Mail Template can be reused to generate emails for multiple recipients.
Variables such as @Name@ are replaced with recipient-specific values during sending.
The Mail Template does not select recipients, connect to SMTP, or deliver emails.
Email delivery depends on the Tenant’s configured SMTP settings.
Every email generated from a template is logged in the User Mail tab.

Tenant SMTP configuration completed (Mail Host, Port, Authentication, SSL/TLS).
Recipient list available, such as Business Partner Contacts or Interest Area subscribers.
HTML content prepared in advance if the template will use HTML formatting.

This establishes a reusable email content record that can be selected by sending processes.

Navigate to Partner Relations → Marketing → Mail Template, click New, and enter a Name for the template.

Field	Sample Value	Purpose
Name	Product Updates	Identifies the Mail Template for selection

The Subject defines the email header text, and the HTML checkbox controls whether Mail Text is interpreted as HTML.

Enter the Subject line, then check HTML if the Mail Text will contain HTML-formatted content such as tables and styled text.

Field	Sample Value	Purpose
Subject	New Product Features Available	Text shown as the email subject line
HTML	Checked	Renders Mail Text as formatted HTML instead of plain text

Mail Text holds the actual email body and supports variables such as @Name@ for per-recipient personalization.

Enter or paste the HTML or plain text content into Mail Text, placing @Name@ wherever the recipient’s name should appear.

Field	Sample Value	Purpose
Mail Text	Dear @Name@, We are pleased to share the latest product updates for POTS Retail ERP…	Email body content with a personalization variable

Saving makes the template available for use in email-sending processes.

Click Save. The template becomes selectable in Send Mail Text and other standard processes that support Mail Templates.

Every email generated from the template through a sending process, such as Send Mail Text, is logged here for tracking.

Open the User Mail tab under Mail Template to review each recipient’s Message ID, Delivery Confirmation, and Delivered status.

Field	Sample Value	Purpose
User/Contact	Praveen	Recipient the email was generated for
Message ID	<246306575.27.1784625452446@smtp.gmail.com>	Unique identifier assigned by the SMTP server
Delivered	No / blank	Indicates whether delivery was confirmed by the mail server
Delivery Confirmation	Blank until confirmed	Records delivery confirmation details when available

Issue	Cause	Resolution
Email not delivered	SMTP configuration is incorrect	Verify Mail Host, Port, Authentication, and credentials
Variables are not replaced	Unsupported or incorrect variable name used	Use supported Mail Template variables such as @Name@
HTML formatting is not applied	HTML option is disabled	Enable the HTML checkbox on the template
SMTP authentication error	Invalid SMTP username or password	Verify the configured SMTP credentials
Email sent without personalization	Recipient context was not set by the calling process	Use a standard process such as Send Mail Text, which personalizes each email
Delivered column shows No	Invalid recipient address or username at send time	Correct the recipient’s email address and resend
User Mail record missing for a recipient	Recipient was not included in the Send Mail Text run	Re-run Send Mail Text with the correct recipient list