[Archive]Creating an e-mail template
- Michael Ttooulis
- Roly Birkwood
- Adam Evans
- Stephen Tinnion
Contents
Introduction
This article will guide you through setting up and maintaining your e-mail templates within eKeeper v5.
eKeeper's flexible template system will allow you and your team to effectively communicate with your clients, removing the need to reproduce content and minimise errors.
-A video guide to creating emails and SMS templates in eKeeper CRM
Finding your Email templates
You can find your email templates by navigating to the System Settings page. This page can be reached from anywhere in eKeeper, simply click on the link located on the Navigation Bar, at the top right of the page, next to the Search field.
On the System Settings page, underneath the Document Production, Telephony & Texing section click on the link titled Email Templates. This will bring you to the Email Template List page. Here you can view/edit your existing email templates and create new email templates.
System Settings
Note that your System Settings page may appear differently depending on what settings you are given permission to view. If you cannot find the setting you are searching for, speak with your eKeeper Administrator who will have the capacity to grant you access.
-Email Template List page
Navigation Bar > System Settings
System Settings Page > Document Production, Telephony & Texting
Email Templates
Creating a new e-mail template
Create a new email template by clicking on the Add New Email Template button located on the Email Template List page.
This will bring you to the Edit Email Template page where you will have access to a variety of controls that allow you to customise your email template.
-Email Template Editor
-Adding Files & Images
Controls Breakdown
Default Sender: Determines who the default sender of the email is. You can select The Logged In User, The Case Adviser, The Case Administrator or a Specific User.
Name: Name of the template. This is the name that will appear on the email template list and when you are selecting the template when composing an email.
Stages: Choose whether you wish the email template to generate automatically when a case enters a specific stage.
Recipient: Use this if you would like to issue the email template to a specified recipient.
Ticklist Trigger: Choose whether you wish the email template to send when a tick list item's details change
Subject: Use this is you wish to have a standard Subject header for your template.
Email Body: This is where you will format the content of your email. There are a variety of tools available to format and style your email to your liking.
Images & Email
Important to note that you cannot copy and paste images into the email body. Any images must first be uploaded to the Document Library. See below for more information.
Save Email Template: It's important to use the Save Email Template when you want to keep any changes you have made to your template. Closing the window without using the save button will result in the loss of any changes you have made.
Cancel:This button will cause you to leave the Edit Email Template page, discarding any changes you have made.
Delete Email Template: Use this button to delete your email template from eKeeper.
Select Files from your Document Library: If you wish for your template to generate with file attachments already attached, you may select them from here. Note there is a link to the Document Library where you can upload any files you need.
Document Library Images: Images such as company logos for signatures can be added to your email template from here. If you would like to include images in your email template, they must be added to the Document Library first.
Adding Merge Fields
Merge Fields are a valuable part of eKeeper's template system. Whilst Templates can save time, they can be generic. Merge fields allow you to personalise your templates with application specific information, whilst saving time from manual input and error checking.
When drafting your template in the editor, merge fields appear as placeholder text in-between chevrons, e.g. <<ApplicantAddress>>.
When a template is generated, eKeeper will read the merge field and input the information required, e.g. 17 Street Name.. etc.
-Merge Field examples
The control panel to the right of the editor allows you to search and add merge fields. The panel is divided in to sections such as Mortgage Details and Applicant Details to allow for easy searching.
Clicking on the Add link, will add the merge field to your template. To move the merge field to a desired position in your template simply cut and paste.
To remove a merge field from your template, simply delete the merge field, including the chevrons (<< >>).
Once you are satisfied with your template, click on the Save Email Template button.
Remember When Moving Merge Fields..
It is important to note that merge fields only function when they are in-between the chevrons, e.g. <<mergeField>>. When moving the merge field in your template, you must include the chevrons when copying and pasting.
-Merge field control panel on the Edit Email Template page
Frequently Asked Questions
Here are some of the top questions people have regarding Email Templates.
- Can I add attachments to my email template?
- Yes. Ensure the file has been added to your document library and use the Select Files from your Document Library control. See Step 2.
- I've added a merge field but it's showing as blank when I generate the email.
- The merge field is working correctly but that specific information does not exist. e.g. <<App1MobilePhone>> has been added but showing blank, this means there is no mobile phone number data on the application to pull from.
- The spacing between lines on the generated email is too large.
- To resolve this, remove the line in the editor. It may appear like there is no line space, but when the template is generated, it will have 1 line space.
- The images in my Email signature are not displaying.
- Be sure to add the image to your Document Library before adding to your signature.