Email templates

Prepare standard emails for the whole agency and use them to write to a contact.

Templates are in Organisation › Email templates.

Who can do what

• The whole team can read templates and use them.
• Only a member with the “Work settings” right can create, edit or delete them (by default the administrator and the manager). Without this right, neither the New template button nor the cards can be clicked.

Creating a template

1. Click New template.
2. Fill in the Name (required, 80 characters at most).
3. Choose the Language: FR, NL, EN or DE (FR by default).
4. Fill in the Subject (required, 300 characters at most).
5. Write the Text (required, 20,000 characters at most).
6. Click Save. The message “Template saved.” is shown.

The Save button stays greyed out as long as the name, subject or text is empty.

• Two templates in the same language cannot have the same name: “A template with this name already exists in this language.”.
• For the same letter in several languages, create one template per language.

Fields filled in automatically

Write them exactly as shown, braces included, in the subject or the text.

Any other word between braces stays as it is in the email.

Editing or deleting a template

1. Click the template's card: the Edit the template window opens.
2. Change the fields, then click Save.
3. To remove it, click Delete and confirm “Delete this template?”.

Using a template

Templates are used to write to a contact from your own address. You must first have linked your Outlook or Gmail mailbox (see Calendar and connections).

1. Open the contact's record, Email exchanges block.
2. Click Write.
3. In Template, choose a template (or No template). All the agency's templates are offered, in every language, with their language shown.
4. The Subject and Message are filled in with the contact's details. Correct them if needed.
5. Click Send.