# WhatsApp templates

The ready-made WhatsApp templates of every app, how to find, edit, translate and preview one, and the three ways a template is sent, automatically or by hand.

Every message the platform sends by itself starts from a template: a text that fills in the record's details, in the recipient's language. Jaah ships them ready-made, in English and Arabic, so most companies only switch them on.

## Ready-made templates {#ready-made}

Each app that works with WhatsApp brings its own: 94 in all, and you see those of the apps installed in your database:

| App | Templates |
|---|---|
| Collection | 13 |
| Cases (with hearings, judgments and the lawyers' lists) | 11 |
| Time Off | 9 |
| Contracts, Project | 8 each |
| Calendar, Sales | 7 each |
| Accounting (invoices, payments, overdue balances) | 6 |
| Activities, Expenses, WhatsApp itself | 4 each |
| Agencies, Requests, Consulting, Executions | 3 each |
| HR letters | 1 |

[Ready-made WhatsApp templates](ready-made-whatsapp-templates) lists them all; each app's WhatsApp page, such as [WhatsApp in cases](whatsapp-in-cases), says when each is sent and which switch of [WhatsApp settings](whatsapp-settings) turns it on. Turning a switch off archives its template.

The four of the WhatsApp app itself serve user accounts:

| Template | When it is sent | To whom | Switched by |
|---|---|---|---|
| **Settings: New User Invite** | No app sends it on its own; it waits for a rule set on its **Automation** tab | The user, at the phone of the user's contact | No setting; archive it to retire it |
| **Settings: Unregistered User Reminder** | Same | Same | Same |
| **Settings: Portal User Invite** | Same | Same | Same |
| **Settings: Portal Sign Up Confirmation** | Same | Same | Same |

## Find a template {#find}

Open **WhatsApp/Templates**. The cards are grouped by the kind of record each template serves, named technically (`sale.order` for quotations, `j.case` for cases). Only active templates show: tick the **Archived** filter for those switched off.

![The active templates, grouped by the kind of record they serve, each with its status, language and category.](https://jaah.app/web/image/13094-80aaeb2a/whatsapp-whatsapp-templates-templates_kanban-en.png)

## Read and edit the form {#form}

![A ready-made template; its body fills in the case and picks a sentence by the case's status.](https://jaah.app/web/image/13098-3722627b/whatsapp-whatsapp-templates-template_form-en.png)

- **Phone Field** leads to the recipient, such as **Client > Phone**.
- **Category**: **Utility** for service messages; **Marketing** needs the recipient's consent ([Consent and blacklist](consent-and-blacklist)); **Authentication** is always sent word for word.
- **Queue Time-to-Live (min)**: how long a message may wait for a connected line; `-1` never expires ([How WhatsApp sending works](how-whatsapp-sending-works#expiry)).
- **Is Default**: preselected in the Send dialog. **Account**: the line a schedule sends from; the other two ways use the company's default line.

The **Body**, on the **Content** tab, is the message. Ready-made bodies fill in the record with parts such as `<t t-out="object.name"/>` and pick a sentence by the record's status: change the words around those parts, not the parts. Numbered placeholders such as `{{1}}` take their values from the **Variables** tab, one line each with its **Field Type** (**Record Field**, **Portal Link**, **Free Text**, the user's name or phone) and a **Demo Value** for the preview.

![The four placeholders of the invitation, three read from the user and one portal link.](https://jaah.app/web/image/13114-6ff43e73/whatsapp-whatsapp-templates-variables_tab-en.png)

**Auto-Attach Reports** adds a PDF of the record. The **Header**, **Footer** and **Buttons** are kept with the template, but messages carry only the body and the attached files. A ready-made template is a **System Template**: edit or archive it; it cannot be deleted.

## Translate the text {#translate}

A message sent on an event or a schedule goes out in the recipient's language when the template has it; the Send dialog with one recipient shows it in yours. Click in the **Body**, then on the language code at its edge (**EN**): each active language shows side by side. Change a text, then **Save**. [Languages and translations](/docs/general-settings/languages-and-translations) adds a language.

![The body in each active language, side by side.](https://jaah.app/web/image/13102-57eac3e3/whatsapp-whatsapp-templates-translate_body-en.png)

## Preview {#preview}

**Actions** > **Preview** renders the template for a **Test Record**. **Force a Status** shows the sentence another status gives, **Force a Language** another language; nothing is saved or sent. On a phone, both dialogs fill the screen.

![The preview of case CA/2026/0003 with the status forced to Won; nothing is saved or sent.](https://jaah.app/web/image/13104-f2a48660/whatsapp-whatsapp-templates-preview-en.png)

## The three ways a template is sent {#how-it-is-sent}

- **On an event**: on the **Automation** tab, tick **On Event** and pick the **Trigger** (**Record Created**, **Record Updated**, **Stage Changed**, **Time-Based** and others), the **Trigger Fields** and a **Condition**. Saving creates the **Automation Rule** shown below.
- **On a schedule**: tick **On Time**, choose the **Mode** (a recurring interval, daily at an hour, or once) and the **Records Filter**: each matching record gets one message. Fill **Account**: a scheduled send uses that line only and sends nothing without it.
- **By hand**: on the **Form Button** tab, **Show on Form** adds the **Button Label** to the record's **Actions** menu, on records matching the **Visibility Condition**. It opens the Send dialog of [Send from any record](send-from-any-record).

![Sent when a quotation is updated and its status becomes Sales Order; On Time stays off.](https://jaah.app/web/image/13110-e927d3f4/whatsapp-whatsapp-templates-automation_tab-en.png)

![Show on Form adds a Send Report entry to every case, here without a condition.](https://jaah.app/web/image/13106-565e3fcc/whatsapp-whatsapp-templates-form_button-en.png)

## FAQ {#faq}

### Who can change templates? {#who-can-change}

The **Administrator** access right on **WhatsApp**; a **User** reads and sends them. **Allowed Users**, on the **Access** tab, limits a template to the people listed.

### A scheduled template sends nothing. Why? {#schedule-sends-nothing}

Fill **Account**, check the **Records Filter**, and read **Cron Next Run** in the **Status** group. The job behind it is in [WhatsApp automations](whatsapp-automations).

### Why did my buttons not reach the customer? {#buttons-not-sent}

Header, footer and buttons are not sent. Put the link or the phone number in the body.

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- Source: https://jaah.app/docs/whatsapp/whatsapp-templates
- Updated: 2026-10-27
- Version: WhatsApp 19.0.2.3.9
- Verified: 2026-10-27