Email Template

Email Templates

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

You can use email templates to create form letters for automated email responses to inbound emails and for email campaigns. For example, when you receive an email you can send out an automatic reply stating that the matter will be addressed.

For email campaigns, you enter the message in the template and then specify the variables such as the target names and addresses from the campaign target list. The system inserts these variables into the template to create a personalized email for each target.

When you create an email template, you can embed images and attach files from the ProTracker repository or from your local file system. When you create a template for an email campaign, you can insert tracker URLs into the template to track campaign activity. For more information on email campaigns, see Executing an Email Campaign.

Actions

Follow the instructions below to perform tasks such as creating, editing, and exporting Email Template records.

To…

Then…

Create an Email Template record

  1. Access the Email Template Create form using one of the following:
    • Click Emails > Create Email Template from the Navigation menu.
    • If you are creating an Email Template for an Email Campaign, click Create on the Campaigns Detail View Email Marketing sub-panel's Actions menu.
  2. Complete the Email Template Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Click Save to save the record and view its detail page, or click Cancel .

Display a list of Email Templates

Click Emails > View Email Templates.
The Email Templates List View displays.

Display the details for an Email Template

Click the Email Template name in the Email Template List View.
The Email Template Detail View displays.

Edit Email Template record information

  1. Access the Email Templates Edit View by doing one of the following:
    • Click Edit in the Email Template Detail View.
    • Click the edit icon (pencil) associated with the Email Template record in the Email Template List View.
  2. Update the template information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Email Template records

  1. In the Email Template List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single Email Template record by clicking Suppress on the Email Template Detail View.

Update information related to multiple Email Template records

  1. In the Email Template List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate Email Template record information

Click Duplicate in the Email Template Detail View. Duplication is a convenient way of creating a similar Email Template record. You can change and save the information in the duplicate record to create a new record.

Export records

  1. In the Email Template List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the template.

Name*

Enter the name of the template. This is a mandatory field.

Teams*

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Email Template record, click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

Assigned to

By default, the record is assigned to the creator of the Email Template record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Description

Enter a brief description of the template.

Insert Variable

  1. From the dropdown click the record; e.g., Contact.
  2. lick a field; e.g., Name.
  3. Click Insert.
    ProTracker displays the variable in the Body field.

Subject

Enter the title of the message.

Send Text Only

Click this checkbox to display the email in plain text format. You can choose this option if an email client cannot render HTML code.

Body

Enter the email message. You can also embed images and add URL links.

To view and use the HTML editor, click HTML in the Body field.

To apply standard formatting options such as font face, size, bold, italics, indentation and color, highlight the text and select the appropriate option in the Body field.

To embed an image URL in the template, click the picture icon and complete the Insert/Edit Image popup.

Choose File

Click Choose File and navigate to and select your attachment file.
The file name displays in the Select File box.

To attach an existing document from the Documents module, click ProTracker Document and select it from the Document List.

To remove the attachment, click Remove.

Sub-panels/Related Information

See also:

Email

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