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 every one of your emails reflect the look, feel, and tone of your business.
Emails are sent out using pre-defined email templates and you may create as many different templates as needed.
In order to create a new email template, open the Email Templates Customization page via Manage > Administration > Email > Email Templates.
The page shows three tabs which are used to store the three different types of email templates including the Quick (Lead) Emails, the System Emails, and the Proposal Emails:
Click the Add New Template button in the top-right corner and the new template popup will open up:
In the Template Type drop-down, choose whether the new email template will be a Quick Email, a System Email, or a Proposal Email template:
Next, enter the template's Title, Subject, and Preview Text:
The Preview Text (or the email preheader) is a short summary text that follows the subject line when an email is viewed in the inbox prior to opening:
As you are entering your template's subject and the preview text, an automatic preview of the text (as it will appear in the recipient's inbox) will be shown just below the two fields:
Note that the preview text is limited to a maximum of 150 characters. By using a custom and targeted preview text you can 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 template's content 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).
While you are editing your template, you may click on the "more options" or "hide options" toggle switch in order to show or hide the additional template options:
Here is an explanation of the available options:
- CC — Add the template's CC email addresses
- BCC — Add the template's BCC email addresses
- Add Special Fields — Insert the desired placeholders in the email body (e.g. the DBA Name, Phone Number, etc.)
- 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 visit activity
To add a special field to your template, select the field from the Add Special Fields drop-down, place your cursor at the position in the email where the special field should appear, and click Add.
The placeholder for the selected special field will now be automatically inserted in the required position within the email:
After you finish editing your template click Add and the template will be saved:
Whenever you need to update your template in the future, open the Email Templates Customization page again and click on the Edit button on the template that you wish to edit:
More info: Adding Images to Email Templates