Email Templates

Email Templates

Several CRM modules and features handle and send emails, including the following:

  • Modules Email, Target Groups, Campaigns and Invitation Events
  • Send email template -module tool
  • Discussion typed fields
  • Portal Settings; emails concerning the support and self service portals
  • Additional Settings; the field Email template for user password
  • The permanent Change Comments template, which is used with Mail Scanner.

The emails used with the modules and features mentioned above are based on the email template selected. You can manage email templates in Settings  Email Templates.

Creating Email Templates

You can start creating a new template by clicking the New Template button. In addition to a name (only shown in CRM, there is a separate field for the email subject) and a description, you must also select a folder for the new template, which is selected from the following options by their purpose:

  • Public – Anyone can use the template in the Email module, in module tools, and in the fields of Portal Settings and Additional Settings that are used to select the template for sending a new password.
  • Personal
  • Discussion – The template can be used in the email notifications sent by discussion typed fields.
  • Campaign – The template can be used to send automatic emails in Campaigns and Target Groups modules (for more information, see Automatic Emails). Selecting this folder will also reveal the following settings (see also the picture below):
    • Sender: the name and email address shown as the sender.
    • Send at: if the template is created to use in the Campaigns module, you must select “Immediately”. If the template is used with Target Groups, you must select a time and date(s) for sending.
    • Exclude users: you can hide the template from certain users or user roles. Admins always have access to the templates regardless  of this setting.
  • Invitation Event – The template can be used in the Invitation Events module as a template for confirmation emails for signup, signup cancellation and spare place. Selecting this folder will also reveal the following settings (see also the picture below):
    • Sender: the name and email address shown as the sender.
    • Attachments: the files sent as email attachments.
  • Ticket – The template can be used in the support portal’s (in Portal Settings) email notifications about e.g. a new ticket or a status change etc. Selecting this folder will also reveal the following settings (see also the picture below):
    • Send to: the recipient(s) of the email notification.

After the general settings, you can determine the email subject and the email body in the field Message. While writing the message, you can use the tool bar in the Message field to do basic text processing functions. The first button in the tool bar is HTML button and by clicking it you can enable HTML mode to write html coding.

Tags in Email Templates

You can use tags in the email templates to fetch information from the CRM to the email; with a tag, you can include e.g. the recipient’s name or contact information, event information, information about the user or the recipients new credentials in the email.

Tags are formed in the Select Field Type section between the Subject and Message fields. First in the Step1 picklist, you must select the module in which the information is located. After that, you can select the right field in Step2 picklist. The tag that you can copy and paste in to the message is formed to Step3 field (see the picture below).

Adding Links for Q&As and Signing Up for Invitation Events

With tags, you can also add links for signing up for an invitation event or to a Q&A template. In the case of a sign up link, the tag is formed by selecting Invitation Events and the correct invitation event. A link to a Q&A is done by selecting QA Templates and the correct Q&A.

It is recommended, that you embed the formed tag in to a word or sentence in the email. This is done by first copying the tag, selecting the wanted part of the text and then clicking the Link button in the tool bar (see the picture below).

When adding a new link, you can paste the copied tag in the URL field (see the picture below). The Text field automatically shows the text in which the link in embedded to.

Custom Row-Level Fields
List Types in ECP
Module Entity Numbering
Portal Settings
Module Tool Parameters and Settings
Consolidated Invoicing Module Tool
Combined Shape