Creating Email Templates

- Creating Templates

Tip

By default Templates are private to the user who created them.  To share them with other users, click on the Sharing Permissions padlock icon in the top right-hand corner.

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To create a new Template click Start > Marketing > Templates > New Template.  (System Administrators can also access templates via StartConfigurationTemplates.)

Click on the type of template you want to create:

NOTE:  Users with Configuration capabilities can also access Templates within the Configuration area.

 

No matter which of the following template types you choose, you can include placeholders that will display information about the current date, current user and so on.  The full list and details of the syntax that should be used can be found here.

 

Specific Record Type Templates

Click A specific record type.

Choose the object type (record type) for which you want to create a new Template by clicking on its name.  If any pre-defined templates exist for the object type you've chosen you'll see them listed here.  You can open the template by clicking on it and can then use it just as it is or modify it to suit your needs.

If you're creating a template from scratch, click New Blank Template and enter a name for your template. 

Use the checkboxes on the right to control whether the Template is available for use with Emails, Notes or Google Docs (or any combination of these three).  If you choose to create a template for use with Emails and want the template to include a user's default Email Signature tick the box next to Allow Signature.

Complete the Subject field and populate the Body.

NOTELeave the Subject field blank if you want to retain the subject that has been applied to the target record.  For example, if you want to keep the subject that a user has entered for an Activity to remain after a template has been applied, leave the Subject field in the template blank.

To merge data specific to the object type for which you’re creating the template, with the body text, use the dropdown picklist next to Fields and add whichever fields you require.  Merge field data can added to the Template Body and/or to the Subject.  Within the dropdown you'll see a list of all the fields from the record type for which you're creating the Template.  For example, if you're creating a Template for Cases, you'll see options such as Contact email, Description, Object Reference, Status and so on.  In addition, you can use the breadcrumb to 'drill through' to other record types.  This widens the range of merge fields you can apply to your template to include data from other records.

If you want to include the logo that's been set up within the Upload Library for use on templates, you can enter the text @logo@ to your template.

You may want to create a template that includes a placeholder for multiple lines.  For example, you might want to see all the Activities linked to an Opportunity or all the Campaigns of which a Person is a member.  To do this, you need to alter the HTML within the template.  Click here for more information.

 

NOTETemplates must be activated before being available for use so click on Activate to save and close the template.

Mailshot Template

Click A mailshot email template.

Enter a name for your template.

Complete the Subject field and populate the Body.

To insert data specific to the mailshot recipient (whose details can be held in either a Person or a Sales Lead record) use the dropdown picklist next to Fields and add whichever fields you require. 

To merge data specific to the object type for which you’re creating the template with the body text, use the dropdown picklist next to Fields and add whichever fields you require.  Merge field data can added to the Template Body and/or to the Subject.  Within the dropdown you'll notice that custom fields which are present on only one type of record, ie just on a Sales Lead or just on a Person are labelled (Sales Lead only) and (Person only) respectively.  If  you use one of these fields and your mailshot is sent to both types of recipient this will result in the field being blank on some emails.

Notice that the mailshot Template includes the following text:

You have received this email because email address'@main_email@' is subscribed to '@subscription_name@'.  If you do not wish to receive these emails you may change your email subscriptions.

When the email arrives with the recipient, @main_email@ will be replaced by the recipient's main email address and @subscription_name@ will be replaced by the name of the Campaign that the mailshot relates to.  The recipient can click on change your email subscriptions to opt out of mail for just this campaign or for other/all campaigns.  Do not try to delete this text as you will not be able to activate or save the template without it.

NOTEMailshot Templates are also visible on the Mailshots Landing Page - Start Marketing Mailshots Mailshot Templates.

 

NOTETemplates must be activated before being available for use so click on Activate to save and close the template.

 

Simple Email Templates

To create general Email Templates, ie, those that don't relate to specific object (record) types, click A simple email template.

In the screen that appears, give your template a name.  If you want the template to include a user's default Email signature, tick the box next to Allow Signature.

Complete the Subject field and populate the Body.  

 

NOTETemplates must be activated before being available for use so click on Activate to save and close the template.

 

Click here for information on applying a template when sending an email.