Creating Email or Letter Templates

Email or Letter Templates help you save time by creating some content that you may regularly use. They also help your team deliver a consistent message when communicating with your prospects and customers.

Note: Your email signature will automatically be applied to emails sent from inside the system.  You do not have to add an email signature to email templates.

Email Templates

You can create custom Email Templates in your account as follows:

1. Select the "Admin" tab in the left navigation menu

2. Locate the "Manage Templates" section in admin screen (on the far right) and select the "Email Templates" link in this section

3. Click on the orange button labeled "Add New Email Template". You will select this to begin creating your template.

4. Create your new Email template and don't forget to Save!


Letter Templates

You can create custom Letter Templates in your account as follows:

  • Select the "Admin" tab in the left navigation menu

  • Locate the "Manage Templates" section in admin screen (on the far right)

  • Click on the "Letter Templates" link in this section

  • Click on the orange button labeled "Add New Letter Template". You will select this to begin creating your template.

Pasting text into your template

When creating an email there are a variety of sources from which content can be generated.  Other than typing the text directly into the email you will need to copy and paste from other sources to create the content for your email.
It is important to know that you must use the copy and paste tools within our email text editor to ensure the proper formatting of this content.  
As an example, Microsoft Word is one of the most common sources for pasting content into an email.  It is not recommended that you paste directly from a Word document as you will not be happy with the resulting format.  It may look fine when viewing in the email text editor, but when sent it can and likely will lose some of the formatting that you have taken the time to create.
Below is a screenshot of the email toolbar and the icons you will want to use depending on where and how you are pasting content into your email.  
Please note that the icon on the right hand of this set is specifically designed for pasting form a Word document.

PasteFunctions2.png

Using Merge Fields in your Email Template

You can use both standard and custom merge fields in your email templates.  You will want to make a special note to their formatting requirements to ensure proper merging of your data.

Standard Data Fields and their merge values

Important things to NOTE: 
  • When using these merge values you must put double brackets on each side.  Example: {{first_name}}
  • These values will still display as {{first_name}} and not "John" when you are sending your email, however, if the merge value is supported and entered properly it will display the correct data when the email is received by the contact.

Individual Contact merge fields

Field name in the contact record                   Merge value to use

First Name                                                            {{first_name}}

Last Name                                                            {{last_name}}

Salutation                                                             {{salutation_dear}}

Formal Name                                                        {{salutation}}

Website                                                                  {{website}}

Address                                                                {{home_address}}

Address 2                                                             {{home_address2}}

City                                                                       {{home_city}}

State                                                                     {{home_state}}

Postal Code                                                          {{home_postal_code}}

Country                                                                 {{home_country}}

Home Phone                                                          {{phone}}

 

Business Contact merge fields

Field name in the contact record                   Merge value to use

Business Name                                                   {{business_name}}

Address                                                               {{business_address}}

Address 2                                                            {{business_address2}}

City                                                                      {{business_city}}

State                                                                    {{business_state}}

Postal Code                                                         {{business_postal_code}}

Country                                                                {{business_country}}

 
Please Note:  While Merge fields will appear with brackets before you send the email, they will display the actual data in that particular field of the contact record when the email is received by your contact.  For example: {{first_name}} will appear as {{first_name}} before you send the email, but if "John" is in the "first name" field then "John" will display when your contact sees the email. 
 

Custom Data Fields and their merge values

Custom data fields - You can create your own custom fields and use these fields in your template.  You can access the Custom Fields section your account by following these steps.

  • Admin tab
  • Customize Account link under the "Manage Account" section
  • Choose the Custom Fields tab
To create the merge field for a custom field you will use the same double bracket method and make sure you have an underscore replacing spaces. 

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