💌 Creating Dynamic Email Templates in NetSuite (FreeMarker + SuiteScript)

Introduction

NetSuite provides a flexible way to design and automate custom email templates — perfect for invoices, order confirmations, customer communications, and workflow notifications.

Using FreeMarker syntax, you can dynamically insert record data into templates. Combine that with SuiteScript or SuiteFlow, and you can send personalized, branded emails that automatically trigger during business processes.

This tutorial walks you through:

• Creating email templates using FreeMarker
• Adding dynamic record fields and logic
• Sending templates via SuiteScript or workflows
• Pro tips for styling and testing

💡 Why Use Custom Email Templates?

🧱 Step-by-Step: Creating a Custom Email Template

Step 1: Navigate to Template Setup

Go to:
Documents → Templates → Email Templates → New

Step 2: Add Template Information

Step 3: Add Body Content with FreeMarker

In the body editor, you can use FreeMarker syntax to pull data dynamically:

<p>Dear ${customer.entityid},</p>

<p>Thank you for your order <strong>#${transaction.tranid}</strong> placed on 
${transaction.trandate?string("MMMM dd, yyyy")}.</p>

<p>Your order total is <strong>${transaction.total}</strong>.</p>

<p>You can view your order here: 
<a href="https://{{companyURL}}/app/accounting/transactions/salesord.nl?id=${transaction.id}">
View Order Details</a></p>

<p>Best regards,<br/>
${companyInformation.companyname} Team</p>

✅ Tip: Use ${record.fieldid} or ${transaction.fieldid} for record-level values.

Step 4: Add Company Branding (Optional)

Use inline CSS for styling:

<div style="font-family:Arial; font-size:14px;">
  <h2 style="color:#0066cc;">Order Confirmation</h2>
  <p>Thank you for choosing ${companyInformation.companyname}!</p>
</div>

You can also insert your logo:

<img src="https://yourdomain.com/images/logo.png" width="200"/>

Step 5: Test the Template

• Click Preview to test data placeholders.
• Select a sample record (e.g., a Sales Order).
• Verify all variables render correctly (not blank or missing).

🧠 FreeMarker Quick Reference

Example: Add Conditional Section

<#if transaction.status == "Pending Approval">
<p style="color:red;">Your order is pending approval.</p>
<#else>
<p>Your order is being processed.</p>
</#if>

Example: Loop Through Line Items

<table border="1" cellpadding="6">
<tr><th>Item</th><th>Qty</th><th>Rate</th><th>Amount</th></tr>
<#list transaction.item as line>
<tr>
  <td>${line.item@label}</td>
  <td>${line.quantity}</td>
  <td>${line.rate}</td>
  <td>${line.amount}</td>
</tr>
</#list>
</table>

⚙️ Sending Emails via SuiteScript

Once your template is created, send it from any script (User Event, Workflow, or Suitelet):

/**
 * @NApiVersion 2.1
 */
define(['N/email', 'N/record', 'N/runtime'], (email, record, runtime) => {
    const sendOrderEmail = (salesOrderId) => {
        email.send({
            author: runtime.getCurrentUser().id,
            recipients: 'customer@example.com',
            subject: 'Your Order Confirmation',
            body: email.merge({
                templateId: 123, // ID of your email template
                entity: { type: 'customer', id: 456 },
                transactionId: salesOrderId
            }).body
        });
    };
    return { sendOrderEmail };
});

✅ Result:
The system merges your FreeMarker email template with the Sales Order data and sends a professional, dynamic email.

💡 Integrating Email Templates in Workflows

1. Create a Workflow on a record (e.g., Sales Order).
2. Add a State → Action → Send Email.
3. Choose your custom template.
4. Set condition (e.g., Status = “Billed”).
5. Schedule or trigger on field change.

Result:
Automatic email notifications with dynamic data and branding.

🧩 Real-World Use Cases

⚡ Styling & Best Practices

• Use inline CSS (external stylesheets are not supported).
• Avoid images over 200 KB to improve deliverability.
• Use plain text fallback for critical notifications.
• Add tracking parameters (UTM) for marketing emails.
• Test across email clients (Gmail, Outlook, Apple Mail).
• Use Preview Template for validation before live use.

🧮 Common Issues & Fixes

📚 Related Tutorials

• 👉 Custom Buttons & Actions in NetSuite
• 👉 Advanced PDF Templates with FreeMarker
• 👉 Automating Approvals with SuiteFlow

❓ FAQ

Q1. Can I attach files or PDFs to emails sent via templates?
Yes — in SuiteScript, use the attachments parameter in email.send() to attach PDFs or files.

Q2. Can I include custom fields in templates?
Yes, use ${transaction.custbody_fieldid} or ${customer.custentity_fieldid}.

Q3. Can I send different templates based on role or region?
Yes — create multiple templates and use conditions in workflows or script logic.

Q4. Is there a size limit for email templates?
Yes, up to ~50 KB HTML content is recommended for optimal rendering.

🧭 Summary

Custom Email Templates in NetSuite make communication personalized, automated, and professional.
By combining FreeMarker logic and SuiteScript, you can deliver dynamic, data-driven messages that match your business workflow — without manual intervention.

Mastering this feature not only streamlines communication but also builds stronger customer relationships.