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.
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 open, you will see a set of fields similar to a typical email dialog. When creating a new template, the From Address will populate with the special code USER and will automatically populate the user's email address when sending the email. You can easily change the template's subject and message template. In the body, Message Template area, you will see field types highlighted in green. You can use field types in the body or subject.
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.
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:
- Open the Main Menu, choose the Projects menu menu and select Element Definitions.
- Double-click the Element for which you would like to apply the template.
- Click the Contact Associations tab.
- In the Email Template column on the Client or Vendor field, select an option from the drop-down menu. Changes will automatically be saved and the selection will take effect immediately.
- An Email Template must be associated with a contact that has a valid email address for the project element it will be run from.
- Only one Email Template is allowed to be set within the Client or Vendor field.