Learn Mokapen

Templates

Templates are reusable texts and layouts you prepare once and then apply anywhere in Mokapen: documents, emails, SMS, WhatsApp Business, quotes, and orders. Instead of rewriting the same message or the same PDF header every time, you pick a template and Mokapen fills in contact, company, or document data through variables.

You find them under Organization settings → Templates. Each type has its own editor and usage flow: below is a deep dive per type, then the shared rules (variables, default, management).

What they are for

• Speed — one click instead of copying texts and formatting again.
• Consistency — the same tone and graphics for the whole team.
• Automatic personalization — variables fill with data from the record you are working on.
• Different channels, one place — PDF, email, SMS, and WhatsApp from the same Templates section.

How to access and create

1. Organization settings → Templates.
2. Press New template → Select by type window.
3. Choose the type, fill in title and content, insert variables, optionally enable Default, then save.
4. In the list you can edit, Duplicate, or Delete. Privacy (where available) limits who can see/use the template.

Document template

It is an HTML document in page format (A4), with a rich editor (headings, lists, tables, images, links) and configurable margins. You can bind variables to an address book / sales entity (e.g. contact, opportunity) so that when you generate the document from a linked record, fields fill in automatically.

What you configure

• Template title and Default flag
• Page margins
• Document body with variables (Variable button)
• Privacy / members

Where you use it — in the Documents app, when creating choose From template instead of starting from scratch. Mokapen loads the content and, if the document is linked to an entity, replaces variables with that record’s data.

Examples — cover letter, customer sheet, meeting minutes, operating procedure with a fixed structure.

Email template

It is the body of an email message (HTML) for composition from Mokapen. Typical variables come from the contact (name, email, linked company, …), plus organization and current user data.

What you configure

• Title, Default, privacy
• HTML body with variables
• Optional email editor margins/layout

Where you use it — in email composition (Messages / send from a card): open the Select template picker and the body fills in. You can still edit subject and text before sending (email/SMTP integration must be configured).

Note on automations — the automation action Send email uses the text/HTML defined in the action itself. Email templates in the Templates section are mainly for manual send; you can still copy a template’s content into the action.

Examples — sales follow-up, appointment request, standard ticket reply, welcome email to a new lead.

SMS template

It is a short text (no PDF layout) for SMS sending. Typical variables are from the contact. It does not include the sender alias: that is configured in the SMS integration (approved alias + wallet credit).

What you configure

• Title and message text
• Variables with the Variable button or by typing {
• Default (optional)

Length limits — in the GSM alphabet one SMS is about 160 characters; with Unicode/emoji about 70 per segment. If you go over, the message is split into multiple SMS (and costs more). Variables, once replaced, can lengthen the text: always check the character estimate in composition.

Where you use it

• Manual send — contact (or company) card → Send SMS → choose the template: the text is inserted and variables are replaced with that contact’s data.
• Automations — Send SMS action → you can select a template: the text is pasted into the message. In automation you do not get the same automatic “per contact” replacement as from the card: use automation variables or adapt the text.

Channel guide: SMS.

Examples — appointment reminder, “order ready for pickup”, OTP/internal code (if allowed by policy), delay notice.

WhatsApp Business template

WhatsApp templates are the most specific: they are not just “text saved in Mokapen”. They are message templates (HSM) approved by Meta. Without an approved template you cannot start (or reopen) a conversation outside the customer care 24-hour window.

Two ways to get them in Mokapen

• Create from Templates — New template → WhatsApp Business: fill in name, language, category, and components; Mokapen also creates them on Meta and saves the local copy.
• Sync them — from Integrations → WhatsApp Business you can Sync templates / show models already on Meta and import APPROVED ones into Templates.

Name and language — the Meta name allows only lowercase, numbers, and underscore (e.g. order_shipped_it), no spaces. The language must match the text; each language needs a separate template.

Categories (pick one consistent with the content, or Meta may reject it):

• Utility — updates the user expects: order status, appointment reminder, account alerts.
• Marketing — promotions, offers, newsletters: explicit WhatsApp opt-in is required.
• Authentication — OTP / verification codes in Meta’s required format (do not mix with marketing).

Message structure

• Header (optional) — text (max 60 characters) or media (image, video, document) or location.
• Body (required) — max 1,024 characters; place Meta placeholders {{1}}, {{2}}… in sequence with no gaps.
• Footer (optional) — max 60 characters.
• Buttons (max 3) — quick reply, URL (HTTPS), or phone; label max 20 characters. Authentication templates use Meta’s OTP buttons.

Variables: Meta ↔ Mokapen — on Meta placeholders are {{1}}, {{2}}. In Mokapen, on the WABA template, you map each number to a CRM variable (e.g. {{1}} → contact name). If mapping is missing, at send time the template may be unselectable until you set the variables.

Approval — Meta reviews the template (often in minutes, sometimes up to ~24 hours). Typical statuses: in review, approved, rejected (with reason). Only approved ones can be used for sending. Misleading content, spam, wrong category, or malformed variables are common rejection causes.

Where you use it — contact card → Send WhatsApp → choose the approved template (and placeholder values). Requires a connected WhatsApp Business integration and credit/wallet where applicable. There is no (today) automation action “Send WhatsApp”.

Full channel guide: WhatsApp Business.

Examples — “order shipped”, “appointment confirmed”, OTP code, promotional campaign with opt-in.

Quote template

A Quote template is not plain text: it is the commercial PDF document layout (and preview) used on quote cards. It defines how header, customer data, items table, terms, and signature look — so the whole team issues offers with the same company branding.

System layouts vs custom template

• Mokapen already offers ready layouts selectable on the card, for example Items-text, Text-items, Items-text-signature, Text-items-signature (they change section order and whether a signature is present).
• By creating a Quote type template in Templates, you build a custom layout (then it appears as an option in the quote’s Design field).

What you configure in the Quote editor

• Header and footer — logo, company references, numbering, fixed notes at top/bottom of the page (with variables).
• Left / right blocks — two HTML text columns (e.g. left: quote number and dates; right: contacts or customer data) with a Variable button on each.
• Items table — theme (alternate rows, borders, none), columns to show (code, description, unit price, quantity, VAT, discount, subtotal, …), each column’s label, alignment, and width %.
• Commercial terms — HTML block for payments, offer validity, legal notes, etc. (variables here too).
• Signature — enable/disable and customize the label (e.g. “For Acceptance”).
• Section order / layout / margins / heights — how document parts are arranged and page space.

Quote variables typically expose fields of the quote itself, organization, user, and linked data (customer, etc.), plus what is needed in preview for item rows.

Where you use it

• Quote card → Design field: choose a system layout or your custom template.
• Preview and PDF / document send use that layout with the card’s real data (items, totals, customer).
• In automations that create quotes you can set a design template, so PDFs generated automatically already use your branding.

Module guide: Quotes.

Examples — standard B2B offer with price table and 30-day terms; “light” quote without signature; quote with signature for online acceptance.

Order template

An Order template works like the Quote one: it is the order PDF/document layout, not a message body. The editor uses the same logic (header/footer, left/right blocks, items table with columns and theme, commercial terms, signature, margins, and section order).

System layouts — for orders you also find variants such as Items-text, Text-items, Items-text-signature, Text-items-signature, plus your custom templates created in Templates → Order.

Practical difference vs quote — same composition tools, but tied to the Order entity (order code, dates, confirmed items, post-acceptance terms). Often the order template reuses the company quote style, with updated wording (e.g. “order confirmation” instead of “offer”).

Where you use it

• Order card → Design: choose a system layout or custom template.
• Preview / PDF / order document send.
• Automations that create orders (e.g. from an accepted quote) can apply the default or selected order template.

Module guide: Orders.

Examples — order confirmation with items table and IBAN; fulfilment document with responsible signature; simplified layout for internal orders.

Variables (shared rules)

• Document, Email, SMS, Quote, Order — Mokapen format {$entity.field} (e.g. {$contact.name}, {$org.title}, {$current_date}). Insert them with Variable or by typing { (SMS).
• WhatsApp — on Meta you use {{1}}, {{2}}…; in Mokapen you map each number to a CRM variable before sending.
• Without variables the template is fixed text/layout; with variables the same template adapts to each record.

Quick summary: type → where you select it

• Document → Documents → From template
• Email → email composition → Select template
• SMS → Send SMS (card) or Send SMS automation action
• WhatsApp Business → Send WhatsApp (card); create/sync also from WABA Integrations
• Quote → Quote card → Design (+ PDF / automations)
• Order → Order card → Design (+ PDF / automations)

Default template

The Default flag marks the default template for that type (e.g. the team’s standard quote PDF). Only one stays active per type: enabling another deactivates the previous default.

Practical tips

• Clear titles (SMS – Appointment reminder, PDF – Standard quote 2026, WABA – order_shipped_it).
• SMS: avoid unnecessary Unicode; check segments after variable replacement.
• WhatsApp: Utility for updates, Marketing only with opt-in; always map placeholders before production use.
• Quotes/Orders: align logo, item columns, and legal terms in shared templates, not line by line on each card.
• Deleting a WABA template can also remove it on Meta; PDFs already generated from a Quote/Order template remain.

Use cases

• Sales kit — one Quote template + one Order template with the same graphics; the team only changes data on the card.
• SMS reminder — template with time/variables; send from the card or as a base for automation.
• WhatsApp reopen — approved Utility template to message the customer beyond 24 hours.
• Follow-up email — Email template selected in composition after a call.
• Document from opportunity — Document template with deal/contact variables, created From template already filled in.
• From quote to order — automation that creates the order applying the default Order template.

Frequently asked questions

Q: Where do I create templates?

A: Organization settings → Templates. From there you manage all types.

Q: Why are Quote and Order more complex than Email or SMS?

A: Because they are not just text: they define the PDF layout (blocks, items table, terms, signature, margins). You use them from the card’s Design field, not from a message send.

Q: What is the difference between an SMS template and a WhatsApp template?

A: SMS is local Mokapen text with {$…} variables. WhatsApp uses Meta-approved templates ({{1}}, {{2}}…), with categories, limits, and review; they must be mapped and approved before sending.

Q: Why is the WhatsApp template disabled when sending?

A: Usually placeholder mapping or Meta approval is missing. Complete variables on the template or sync from Integrations.

Q: In SMS automations, do contact variables replace automatically?

A: Not like when sending from the card. In automation the template is pasted; use automation variables or adapt the text.

Q: Can I use an Email template in automations?

A: The Send email action works on the action’s own text. Email templates are mainly for manual composition (you can copy their content into the action).

Q: What is the Default flag for?

A: It marks the default for that type. Only one stays active per type.

Q: If I delete a Quote template, do old PDFs disappear?

A: No. Already generated documents remain; you only remove the template for future Design choices.

Q: Where can I learn more about channels and modules?

A: Guides Quotes, Orders, SMS, WhatsApp Business.