Introduction
A WhatsApp Templates record defines a pre-approved message format that can be sent to customers outside the 24-hour conversation window. Every business-initiated message must use an approved template. The template carries the message body, optional header and footer, optional interactive buttons, and the parameter placeholders that get populated at send time.
Path in the application
[Path to be confirmed: navigate to WhatsApp Templates in iVendNext Desk.]
Prerequisites
Before you create a WhatsApp Template, you need:
At least one active WhatsApp Account configured in iVendNext. The template will be linked to this account and inherit its provider type (Meta or WASender).
A clear understanding of the message you want to send, including any dynamic values (e.g. customer name, order number, amount) that should appear as placeholders.
For Meta templates: an idea of which template category — UTILITY, MARKETING, or AUTHENTICATION — applies to your message. Meta categorises templates based on intent and content, and the category affects pricing and review behaviour.
Permissions on the iVendNext site equivalent to System Manager or higher.
How to create
Open a new WhatsApp Templates record.
Enter a Template Label — the display name you will use to identify this template when sending. The system derives an API-safe Template Name (lowercase, underscores) automatically; this is the name used in calls to Meta.
Select the Language from the language list. The Language Code is derived automatically (e.g. en, en_US).
Select the WhatsApp Account this template belongs to. The WhatsApp Account Type populates automatically from the selected account.
For Meta templates, choose a Category from UTILITY, MARKETING, or AUTHENTICATION.
Write the message body in the Template field. Use {{1}}, {{2}}, {{3}}, etc. as placeholders for dynamic values. Example: Hi {{1}}, your order {{2}} has been confirmed. Total: {{3}}.
Optionally enter Sample Values — comma-separated example values that match your placeholders, in order. Meta requires sample values for review.
Optionally enter Field Names — comma-separated DocType fieldnames in the same order as your placeholders. These are used by WhatsApp Notification rules to resolve placeholder values from a linked document at send time.
Optionally configure a Header Type: TEXT, IMAGE, or DOCUMENT.
For TEXT, enter the header text in the Header field.
For IMAGE or DOCUMENT, upload the media file in the Sample attachment field.
Optionally enter a Footer — short text appearing below the body.
Optionally add Buttons in the buttons table. Supported types: Quick Reply, Visit Website (with static or dynamic URL), and Call Phone.
Save the record. For Meta templates, the system automatically submits the template to Meta's API on save. The Status field updates to PENDING and changes to APPROVED or REJECTED once Meta completes its review (typically within minutes to a day).
Features
Two provider workflows
For Meta accounts, templates are submitted to Meta's API automatically on insert, update, and delete. The template Status is tracked via webhook from PENDING through APPROVED or REJECTED. For WASender accounts, templates are stored locally only; placeholder substitution happens inside iVendNext at send time and the message is sent to WASender as plain text.
Header types
Templates can include a header in addition to the body. TEXT headers carry a short title or label. IMAGE and DOCUMENT headers attach a media file that is uploaded to Meta via the media upload session API and reused across all sends of that template.
Interactive buttons
Up to three buttons can be added to a template via the buttons table. Quick Reply buttons let the customer tap to send a predefined response. Visit Website buttons open a URL — either static (fixed for every send) or dynamic (with a parameter resolved per send). Call Phone buttons let the customer tap to dial a configured number.
Multi-language support
Maintain parallel templates per language. Each language version is a separate record, identified by the Template Name + Language Code combination. Notifications and bulk messages reference the language-specific template when sending.
Sync from Meta
Use the Sync Templates action on the WhatsApp Templates list to fetch all templates from all active Meta-type WhatsApp Accounts. Existing local records are updated with the latest status, body, and configuration; new templates created directly in Meta Business Manager are imported as new local records. WASender accounts are skipped during sync.
Field Names binding
The Field Names field stores a comma-separated list of DocType fieldnames in the same order as the template placeholders. When the template is used by a WhatsApp Notification rule linked to a reference document, the system reads each fieldname in order, fetches the formatted value from the document, and substitutes it into the corresponding placeholder.
Print attachment for WASender
WASender templates support the Attach Print option, which generates a PDF of the linked document using a specified Print Format and includes the PDF URL in the message payload.
Automatic re-submission on edit
Editing a Meta template's body, header, footer, or buttons triggers an automatic update call to Meta's API on save. The template returns to PENDING status pending re-review.
Status tracking
The Status field shows the current Meta-side status of the template — PENDING, APPROVED, or REJECTED. Approved templates can be used for sending immediately. Rejected templates can be edited and re-saved to trigger a fresh submission.
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