How to Group Email Templates for Effective Organization

Grouping email templates allows you to categorize emails based on teams, departments, or specific use cases, ensuring quick and easy access to the most relevant templates. This structured approach helps you stay organized, streamline workflows, reduce redundancy, and collaborate more effectively.

This guide provides a step-by-step process for creating teams, setting up template groups, and assigning templates efficiently.

Benefits of Grouping Email Templates

• Improved Compliance – Ensures all outgoing communications adhere to company policies, legal requirements, or branding guidelines.

• Better Permission Control – Restricts access to specific templates based on teams, preventing unauthorized modifications or usage.

• Faster Response Time – Reduces delays by providing teams instant access to the right templates, leading to quicker customer and client interactions.

Use Case: A marketing agency implements Email Template Grouping to manage increasing client communication. They create Content Marketing, Advertising, and Client Services teams and assign relevant template groups for onboarding, campaign updates, and performance reports. This structured approach ensures quick access to standardized emails, faster responses, and consistent messaging, improving team efficiency and client satisfaction.

How to Group Email Templates

Step 1: Create Teams

Create teams based on your organizational structure and assign users to relevant teams to ensure proper access control and streamlined communication.

• Navigate to Admin -> Users in your dashboard. Click Teams.

• Click Add Team.

• Enter a team name and select users to be included in the team. Click Add Team to save.

Step 2: Create Template Groups

Template groups enable you to categorize templates according to specific use cases or departments.

• Select the "Admin -> Templates" tab in the left navigation menu. Click Email Templates.

• Switch to the Template Groups tab and select Add Template Group.

• Enter a relevant group name that reflects its purpose (e.g., "Customer Support Replies").
• Link the group to a specific or multiple teams to restrict access accordingly. Click Save to finalize the template group.

Step 3: Create and Assign Email Templates

Once your template groups are created, you can add email templates and assign them to the appropriate groups.

• Select the "Admin -> Templates" tab in the left navigation menu. Click the "Email Templates". 

• Select Add Email Template. 

• Enter the required details, such as Name, Description, Email Subject, and Body.
• Select one or more template groups to categorize the template and click Add Email Template. You can also save it as a draft for later use.

Step 4: Managing and Using Email Templates

Users assigned to a team can access relevant email templates when composing emails.

• To access a grouped email template, navigate to the email composer and select from the available templates.

• Admins can edit, rename, or delete template groups in the Template Groups tab.

• If permissions change, update team assignments to ensure appropriate access control.

Frequently Asked Questions (FAQs)

1. I accidentally assigned a template to the wrong group. How can I move it?

• Navigate to Admin -> Manage Templates -> Email Templates.

• Select the template and edit its group assignment.

• Choose the correct template group and save the changes.

2. I can't find a template I just created. Where did it go?

• Ensure the template is saved and not left as a draft.

• Check if the template was assigned to the correct group.

• Refresh your page or log out and back in to update the list.

3. A team member says they can't access a template but should have permission. What should I do?

• Confirm that the user is part of the correct team.

• Verify that the template group is assigned to that team.

• Try removing and reassigning the user to the team.

4. My templates do not appear in the email composer. What could be wrong?

• Ensure the templates are assigned to an active group linked to your team.
• Confirm that you are composing an email from an account with the right permissions.
• Refresh the email composer or try accessing it from a different browser.

5. Why is my email template missing images or attachments when sent?

• Check if the images or attachments are properly uploaded and linked.

• Ensure that email clients or security settings are not blocking external content.

6. I created a new email template, but my team couldn’t see it. What’s wrong?

• You may have forgotten to assign the template to a group linked to their team. Check the Template Groups settings.

• The user might not have refreshed their browser. Ask them to log out and log back in.

7. I changed a template, but my team still sees the old version. What’s happening?

• Check if the updated template was saved correctly.

• Ask team members to refresh their browsers or clear their cache.

• If the template was edited while in use, they may need to reselect it in the email composer.

That’s all about grouping email templates in BIGContacts. Please contact our support team if you encounter any issues or questions.