Your CRM's robust email capabilities allow you to send quick emails from your leads, as well as automated system emails to your reps, leads, and merchants. You can make each email reflect the look, feel, and tone of your business.
Emails are sent out using pre-defined email templates and you can create as many different templates as needed.
To create a new email template, navigate to Manage > Administration > Email > Email Templates.
The Email Templates Customization page shows three tabs that are used to store the three different types of email templates (Quick (Lead) Emails, System Emails, and Proposal Emails):
Click the Add New Template button in the top-right corner to open the new template popup:
In the Template Type drop-down select the type of your new template:
Next, enter the template's Title, Subject, and Preview Text:
The Preview Text (also referred to as the email preheader) is a short summary text that follows the subject line when an email is viewed in the recipient's inbox:
As you enter your subject line and the preview text, a preview of the text as it will appear in the recipient's inbox is automatically shown:
The preview text is limited to a maximum of 150 characters. By using targeted preview texts you can significantly improve your email open rates.
If a preview text has not been entered, then the recipient's email view will show the initial part of the email message in the pre-header area.
Next, edit your email body using the built-in HTML editor. Advanced users may opt to format the email by editing the HTML code directly (using the source button in the HTML editor toolbar ("<>")).
Just above the email editor are the additional email options which you can enable or disable:
Here is a quick explanation of the options:
- Track Opens — Enable marking of emails opened by leads as read (in the Lead notes)
- Alert on Open — Automatically notify assigned users when a lead opens the email (by email and via an on-screen message)
- Auto Edit Mode — Enable launching of new lead emails in edit mode
- Track Visitors — Enable tracking of lead's email clicks and website visits
To add recipients to CC or BCC fields use the Options toggle switch:
To add a special field to your template, place your cursor at the position in the email where the special field should appear, click Insert Fields, and select the desired field from the popup which appears:
Here is a screenshot of the field selection popup:
You can also insert placeholders while typing your email text. Simply enter the '@' symbol and start typing the name of your placeholder.
The matching placeholders are now automatically shown in a dropdown list where you can select them:
Selecting the Appropriate Placeholders
Some placeholders only work for certain emails. If you are unsure if a given placeholder will work in the email template you're editing, please do a test or contact Support to confirm.
For email templates used to send messages for leads, the placeholder will be named with the lead tab and lead field, like: Business Information - DBA Name
The placeholder named Merchant - Merchant DBA is used in specific system emails sent about merchants and will not populate anything if used in a lead email.
Once you've inserted your placeholder, you can also set a fallback value which will be displayed in the email in case the placeholder doesn't have data to show:
The '@' symbol can also be used to add a placeholder to your email subject of the preview line:
Similarly, as with the email body placeholders, you can also add fallback values in your email subject and preview text too:
Link to Lead
Click on the placeholder, then click the Link button, then put this text in the URL field: {%group_site_url%}/lead/view/{%LEAD_ID%}
---
After you finish editing your template click Add and the template will be saved:
Your new template is now saved and you can always edit or update it again from the Email Templates Customization page:
Copying Email Templates
If you need to create multiple email templates that are for the most part similar, you can create those quickly by simply creating copies of the original template, and then editing the new copies as needed.
When you create a copy of an email template, the new copy will include all of the texts, links, images, and placeholders from the original template.
There are several different ways in which you can create copies of an email template.
The first way is by clicking the Copy Existing Template button in the top right corner:
A popup window now appears where you can select the template you wish to copy.
After you click the Copy & Create button in the popup, a copy of the selected template will be opened which you can then edit:
You can also create a new template copy by using the Copy button on any template:
Finally, when you're adding a new template you can also select an existing template in the Copy From dropdown:
More info: Adding Images to Email Templates