E-Mail Templates are utilized in places in flex to send a contact or contacts a context-sensitive message along with a PDF copy of the document the communication is being sent from.
In this article, we will detail the process of editing the existing templates, as well as customization options.
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 E-Mail Templates
To see the E-Mail Templates currently in your system, open the E-Mail Templates tab by clicking Projects, then E-Mail Templates. Each line shows the template's Name as well as their 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. You can easily change the template's subject and body text. In the body, or Template Text, you will see substitution tokens highlighted in green. You can use substitution tokens in the body or subject, but they will not be highlighted in the subject.
To the right of the field, you will see a list of substitution tokens that you can utilize. Most are self explanatory, however if you are looking to populate part of an E-Mail with information and unable to locate a token, contact support for further assistance.
When you have finished making edits, click UPDATE. Changes take effect immediately.
Creating a New E-Mail Template
Creating a new template follows the same process as editing an existing template, along with some additional configuration to implement the template.
Once you have created an E-Mail Template, open Project Elements. Click Projects, then Project Elements.
Open the Project Element for which you would like to apply the template. For our example, let's say we have created a template to replace the default one available on the quote. Double click Quote. The project element tab for the quote opens.
Click the Contact Associations tab. We set the E-Mail Template on the Client field so that the template pulls the email from our Client contact on a Quote. Click the existing value for the template- a drop down menu will appear.
Select your new template, then click UPDATE. Changes take effect immediately.
It is important to note that there are some limitations of this feature:
- An E-Mail template must be associated with a valid contact field for the project element it will be run from
- Flex currently allows One E-Mail Template to be set per field. For example, the Send To Client action on the Quote is already set on the Client Field, you can not set another additionally.