Email Templates

Email Templates allow the creation of reusable Emails with personalized content via Merge Fields, text, fonts, colours, images and Signatures.

Email Templates can be accessed via File -> Configuration -> Templates -> Email Signatures or directly from the Contacts and Properties screens when sending an Email.

New Templates can be created at any time and there is no limit to the number of Templates defined.

Create a New Email Template

1. Under General Details tab

• Description

• Group - the Template Group this Template is associated with e.g. General, Sales, Lettings etc

• Content Type - specify whether it is a Transactional or Marketing type letter for GDPR purposes

• Save as Correspondence - will create an entry in the Correspondence tab for each Contact sent to if ticked

• Follow-up Task Interval - if set a Task will be created for the User who created the Email for the Contact which will appear x days in the future based on the Follow-up Task Interval

• Inactive - remove templates that are no longer in use by selecting the Inactive check box

2. Under Email Options tab

• Subject - enter the subject of the Email. Merge Fields can be inserted into the Subject to personalize content e.g. "Property Bulletin Email for Mr J Smith"

• Format

  • Plain Text/HTML - default option, creates a "standard" Email

  • MIME Encapsulated HTML Document (MHTML) - if set allows a pre-written HTML page to be attached and sent with embedded images.

• Body

  • This where you type the body of the Email. Merge Fields can be inserted into the Body to personalize content e.g. "Dear John". Use the Insert Field button to insert the Merge Field in the desired location.
  • A WYSIWYG HTML editor enables more complex formatting such as tables, custom fonts etc to create visually stunning emails. Hover over the icons to view tooltips indicating each feature.

• Signature - specify which Signature to use when sending the Email

• From Email - optionally specify a from Email Address, if not set then the Email Address held against the User will be used, or it that is not set then the Email Address held in System Configuration is used. CC and BCC Email Addresses can also be specified.

• Attachments - optionally include attachments to send with the Email.

  To remove / delete an attachment select it and click the Delete button your keyboard

• Produce & Attach Letter - this will produce the selected Letter Template and attach it automatically to the email as a PDF. This option will only work if sending a single email NOT for bulk emails to many Contacts

• Type - select from the following types of Email
  • Free Format Text
  • Property Bulletin (Matched Properties)*
  • Property Details
  • Development Details
  • Property Bulletin (All Properties)*
  • Property Details (free format)*
  • Newsletter

  *Property Bulletin - if ticked thumbnail images of Properties based on each Contact's Property Requirements will be included i.e. each Email will be automatically tailored for each Contact. If no Properties are selected for a Contact then an Email will not be generated for them.

• New Properties Only - if sending a Property Bulletin then only "new" Properties will be sent i.e. Contacts will not be repeatedly sent details of Properties they have already seen. A list of Properties Emailed to Contacts can be seen on the Details Sent tab. If the Price changes for a Property (reduced or increased) it is automatically re-included on Property Bulletins even if the Contact has previously been emailed details.
• Click Save.

Insert Images into Emails with Merge Fields

Property images can be inserted into emails using Property Picture Merge Fields.

Settings allow height and widths to be specified E.g [PropertyPicture1] is the standard field, but [PropertyPicture1#H300#W400] will also set its dimensions.

Create the email layout/design in MS Word, then simply select all the content (CTRL + A) and use the 'Paste the Content that you copied from MS Word' to paste the design into the email template.