Email Templates (Settings)

This article explains how to access and use the main features of the Email Template Settings in the following modules:

Workflow and Telesales email templates have additional or different options, and the Email Template settings are documented in the relevant Settings article for those modules.

Accessing Email Template Settings

Settings > [Module Name] Settings > Email Templates

e.g. Settings > Customer Settings > Email Templates

Add an Email Template

  • Enter a name for the email template into the Add new email template section
  • Click

The following fields are presented:

Email Template (mandatory)

The name of the email template.

Sender Name (optional)

The Sender Name field is only available in Jobs and Workflow email templates

This field provides the option to provide a predefined sender's email address for the outgoing email. This is useful when a reply to the outgoing email should be sent to, for example, a departmental email address, rather than the email address of the CommTrak user who sent the outgoing email.

If this field is blank, the email will be sent from the address of the currently-signed-in user.

Available to (mandatory)

The  Available To field is only available in Customers and Leads email templates

The following options are available in the drop-down list:

  • Company-wide - all users can access this template
  • Selected Staff - only specified users can access this template; tick the names of staff as required (staff selection is only available after this option has been selected)
Email Subject (optional)

Optionally specify the text for the subject of the email; this can be edited by the user at the time the email is sent.

If this field is blank, the user will be required to manually enter the Subject when sending an email

Placeholders can be used in the Subject field, if required. For example, in a Customer email template, the following subject line can be used:


	%FIRST NAME% - Account information

In the above example, the placeholder will be replaced by the first name of the Customer's Sales Contact (as defined on the main Customer screen). See the Placeholders section, below, for more information about this feature.

Email Body (optional)

Enter the email message into the Email Body field.

Placeholders can be used in the Email Body field, if required.

The available placeholders are listed under the Legend heading in the Email Body field label. See the Placeholders section, below, for more information about this feature.

Please see the article HTML Template Editor (Features) for more detailed information about email editor features.

Action Buttons

- confirms changes to the template.

- an example email will be sent to the current user; see the section Previewing the Email Template, below, for further information.

- permanently deletes the template; this cannot be undone.

Modify an Email Template

  • Select an email template from the list displayed at the top of the settings screen
  • In the Maintain email template section, edit the required fields
  • It is recommended that the Send Preview feature is used prior to saving the modified template; see Previewing the Email Template, below for details
  • Click

Previewing the Email Template

Before adding a newly-created template, and before saving a modified email template, it is recommended that the template is previewed in an email client (e.g. Outlook).

Previewing a template sends the email to your mail client, so you can see how emails based on the template will be presented to recipients.

To preview an email template:

  • When creating or modifying a template, click  (located below the HTML editor panel)
  • The email will be sent to your email client (this usually takes only a few seconds, but depends on the speed of your email server, amongst other factors)
  • Review the layout and content of the preview email in your inbox
  • Make any modifications, as required, in the CommTrak HTML editor
  • Click  or as appropriate

Placeholders will not be populated with data in the preview email.

Delete an Email Template

  • Select an email template from the list displayed at the top of the settings screen
  • Click

Deleting an email template cannot be reversed.

Placeholders

Various placeholders can be used within the subject and body of the message. When the message is sent, the template placeholders will be replaced by the relevant information from the CommTrak database. For example, the placeholder:

%CURRENT DATE% will be replaced, in the recipient's email message, with (e.g.) 10/05/2019.

The available placeholders vary depending upon which type of email template is being edited. For example, a Jobs email template has the %JOB ID% placeholder, and a Leads email template has a %LEAD ID% placeholder.

The available placeholders are displayed under the Legend heading of the Email Body field in each template. Below is an extract from a screenshot of the Leads email template:

The above image demonstrates how the %CONTACT PERSON FIRST NAME% placeholder has been implemented in the body of a Leads email template.

Clicking on a placeholder in the Legend area copies the placeholder into the device's clipboard, ready for pasting directly into the template.

For a complete list of available placeholders, please refer to the Legend as displayed in the Email Body field, of the template editor.

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