Email Templates

• Overview
• Editing Email Templates
• Creating and Configuring a New Email Template

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Overview

Email Templates are utilized in areas of Flex to send a contact (or contacts) a context-specific message along with a PDF copy of the document the communication is being sent from. There are two different types of email templates: Standard Email Templates and Contact List Email Templates. Contact List Email Templates are used for Contact List element definitions, while Standard Email Templates are used for all other element definitions.

It is important to note that currently this function only supports basic text. Customized fonts, colors, images, and rich text formatting in the email template are not currently possible with this functionality.

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Editing Email Templates

To see the Email Templates currently in your system, click the Main Menu, choose the Projects menu, and select Email Templates. Each line shows the template's Name as well as its Subject when sent. Double-click a template to open it.

Once opened, you will see a set of fields similar to a typical email dialog.

• Name: The name of the workflow job.
• From Address: This is a static email address and must always come from "noreply@flexrentalsolutions.com".
• From Address Name: The name that you want to populate in the email. Enter the special code "USER" if you would like to automatically populate the name of the user who's sending the email.
• Reply To: The email address of that you want email replies to go to. Enter the special code "USER" if you would like to automatically populate the email address of the user who's sending the email.
• Carbon Copy (CC): The email address that you would like CC'd in the email.  
• Blind Carbon Copy (BCC): The email address that you would like BCC'd in the email.
• Subject: The subject of the email.
• Message: The message/body of the email. You can enter two brackets "[[" to launch the field type list. Field Types will populate information pertaining to the element of where the email is being sent from.

Above the Subject field, you'll find instructions on how to launch the Field Types list. After entering two brackets in the Subject or Message Template area, you'll be presented with a drop-down list of the available Field Types. You can begin typing after the two brackets to help narrow down the list based on what you're searching for. When you have finished making edits, click OK. Changes will take effect immediately. Field Types will populate information pertaining to the element of where the email is being sent from.

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Creating and Configuring a New Email Template

Creating a new template follows the same process as editing an existing template, and with Standard Email Templates, some additional steps are necessary to configure the email template.

If the email template you create is a Contact List Email Template, the "Contact List Definition" field is used for mapping which Contact List the Email Template will be used with.

After creating a Standard Email Template, please follow the steps below to implement it:

1. Open the Main Menu, choose the Projects menu menu and select Element Definitions.
2. Double-click the Element for which you would like to apply the template.
3. Click the Contact Associations tab.
4. In the Email Template column on the Client or Vendor rows, select an option from the drop-down menu. Changes will automatically be saved and the selection will take effect immediately.
   

After configuring an Email Template for either the Client and/or Vendor, you will see the  Send to Client/Vendor icon in the top right header of the element.