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 which 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:
Once you've inserted your placeholder, you can also set a fallback value which will be displayed in the email in case the placholder 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:
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:
More info: Adding Images to Email Templates