NetLoan - Creating A Statement Email Template
Overview
This article explains how to create a NetSuite email template for use when sending loan statements via email, and how to assign that template to a Statement Template record in NetLoan. Email templates are a native NetSuite feature that control the subject line and body of emails sent from the system. Once assigned to a Statement Template, the email template is used automatically when statements are emailed to borrowers.
Prerequisites
- Access to Documents > Templates > Email Templates in NetSuite (requires the Documents permission).
- Access to the NetLoan Statement Template record (requires the NetLoan Statement Template permission at Edit level or higher).
- A Statement Template record must already exist in NetLoan.
Step-by-Step
Part 1: Create the Email Template in NetSuite
For full details on NetSuite email templates, see the NetSuite Help Center — Creating New Email Templates.
Top navigation: Documents > Templates > Email Templates > New
1. In the Name field, enter a descriptive name for the template (e.g., Loan Statement Email).
2. From the Record Type list, select the appropriate record type for statements (e.g., Custom Records), or leave it blank to make the template available across all record types. Note that this field only controls where the template appears in the Send Email dropdown in the NetSuite UI — it has no effect on how the template is used when statements are sent programmatically.
3. In the Description field, enter a short summary of what the template is used for. This appears on the template list page.
4. On the Template subtab, in the Subject field, enter the subject line that recipients will see (e.g., Your Loan Statement is Ready).
5. In the body area, select Text Editor to compose your message directly, or select File to upload a pre-built .txt or .html template file from your file cabinet.
6. To personalize the message with borrower or loan data, use the Insert Field list to add FreeMarker merge fields (e.g., borrower name, statement date).
7. On the Restrict Access subtab, check Private if you want to limit use of this template to yourself, or leave it unchecked to allow others to use it.
8. Click Save.
Part 2: Assign the Email Template to the Statement Template Record
Top navigation: NetLoan > NetLoan Setup > Manage Statement Templates
1. On the Statement Template list, click the name of the Statement Template record you want to configure.
If this is an out-of-the-box Netgain Statement Template, consider duplicating it first before making changes. Bundle updates can reset customizations on out-of-the-box records. To duplicate, open the record and use the Make Copy button, then configure the copy instead.
2. Click Edit to open the record in edit mode.
3. In the Email Template field, select the email template you created in Part 1.
4. Optionally, populate the Sender and Reply To Email fields (see Considerations below).
5. Click Save.
Considerations
- Email templates in NetSuite support FreeMarker syntax for dynamic content. If you need to include loan- or borrower-specific details in the email body, use the Insert Field tool on the Template subtab to add merge fields rather than hardcoding values.
- If the Record Type field on the email template is set to a specific type, the template will only be available on records of that type. Leaving it blank makes it universally available.
- Only one email template can be assigned per Statement Template record. If you need different email messaging for different statement types, create a separate Statement Template record for each.
- The email template controls only the email wrapper (subject and body text). The statement PDF itself is controlled by the PDF Template field on the Statement Template record, which is separate.
- If you assign the email template to an out-of-the-box Netgain Statement Template record, bundle updates may reset the Email Template field and other customizations on that record. To avoid losing your configuration, create a copy of the Statement Template record and use the copy instead — bundle updates will not affect records you create yourself.
- The Sender field on the Statement Template record is optional. If left blank, the system defaults to the NetSuite user running the statement job as the sender.
- The Reply To Email field is also optional, but if left blank the system defaults to
noreply@netsuite.com. This means any borrower who replies to a statement email will receive a bounce or get no response. It is strongly recommended to set this to a monitored email address.
Record Structure
NetSuite Email Template
| Field Name | Field Type | Description | Example |
|---|---|---|---|
| Name | Text | The internal name used to identify the template in NetSuite lists and dropdowns. | Loan Statement Email |
| Record Type | List/Record | Restricts template availability to a specific record type. Leave blank to allow use on any record type. | Custom Record |
| Description | Textarea | A short summary of the template's purpose. Appears on the template list page. | Used for emailing monthly loan statements to borrowers. |
| Subject | Text | The subject line of the email sent to recipients. | Your Loan Statement is Ready |
| Template Body | Textarea | The body content of the email. Supports plain text, HTML, and FreeMarker merge fields. | Hi ${customrecord.custrecord_da_stmt_customer}, Your Loan Statement is Ready. |
| Private | Checkbox | When checked, restricts use of this template to the creator only. | Unchecked |
NetLoan Statement Template (Email Template field)
| Field Name | Field Type | Description | Example | Field ID |
|---|---|---|---|---|
| Email Template | List/Record | The NetSuite email template used when sending statements via email from this Statement Template. | Loan Statement Email | custrecord_da_stmt_template_email_temp |
| Sender | List/Record | The NetSuite employee record used as the sender on statement emails. If left blank, defaults to the user running the statement job. | Jane Smith | custrecord_da_stmt_template_sender |
| Reply To Email | Text | The email address populated in the Reply-To header of statement emails. If left blank, defaults to noreply@netsuite.com. Set this to a monitored address so borrower replies are received. | statements@yourlender.com | custrecord_da_stmt_template_reply_to |
