Creating an Email Template

To get to the Email Manager go to:

Admin Tab > Personal Settings > Email Manager

The Email Manager Interface

Your various templates can be organized into categories. By default, an email template will have no category assigned when you create it. Any templates without a category assigned will appear under "No Category."

The categories can be created through the Manage Dropdowns tool in the Admin tab. Look for the dropdown heading Email Categories.

To add a new template, click Add Email Template. To edit an existing template, click on the name of one of your existing templates, and it will take you to the editor screen.

The Email Editor

The email editor comprises two parts: the "pre-flight" parameters, and the body content. The top half of the editor is the "pre-flight" area; the bottom half is the content.

First, notice that just like standard record objects, email templates require an owner. This is because emails are also tied to permissions—whether a particular template is viewable/usable to just the owner, or to other users. The template permission levels are:

  • Individual — only the owner can utilize the template.
  • Team — the template can be utilized by users who belong to the same Team (set up in the user's permission settings).
  • Company — all users can access the template.

Editing Email Content

The bottom half of the editor is where we supply the actual content of the body of the email.

There are three basic ways you can design the content of your emails. First, you can use the built in What-you-see-is-what-you-get (WYSIWYG) editor to build out the content, copying and pasting any needed merge fields as you go.

For more complex content, you may instead want to switch to HTML without editor mode. The most common use for this feature is to directly copy and paste some existing HTML code to use as your template.

There are a number of formatting challenges in using the HTML editor supplied here; most of the time you'll want to create the HTML code in another program, upload the needed content to a Web server, and then copy and paste the final code here when you're done.

For more visually dynamic emails, this is usually the best option. You're basically treating the email as if it was a mini-Web page, copying the HTML code into the template.

If you choose to do this, however, be advised that the email editor limits content to 65,000 characters. If you have extremely large HTML-based templates, this can come into play.

The final option is plain text mode, for the simplest, least intensive formats. Most people use plain text only if they're certain that HTML-encoded emails will not work, or the recipient(s) won't be able to read anything but plain text.

Active Content Without Using a Web Host

If you don't have access to a hosting site where you can place graphics, pictures, logos, etc., to insert into your emails, you can instead upload them to the Files tab in your CRM. In the WYSIWYG editor, there is a button link to insert an image from the files repository.

This can be a quick and easy way to insert a small graphic, like a logo image as a footer, without having to go through all the hassle of adding graphics to a separate Web server. The files repository can support GIF, JPG, BMP, and PNG formatted images.

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