Email Templates can be used to quickly send pre-created emails to customers. This can save time and ensure that email content and formatting is consistent. This article explains how to create new Email Templates and how to edit existing ones in CoreBridge.
For more information on using templates, please see Using Email Templates.
Table of Contents
Creating Email Templates
To view, create, and edit Email Templates, navigate to Settings / System / Email Templates.
Note: To send Email Templates, you must first have a linked email. Configure email from addresses at Settings / Email From Addresses. For more information, please see Adding Email From Addresses.
Once an Email Template is created, it can be sent from the record type you assign (for example, from an Order or an Estimate).
1. Select the tab for the record type you want the template to apply to: Order, Estimate, Company, Contact, Purchase Order, Employee, General, or Credit Memo.
Note: The process of Template creation is the same regardless of the record type chosen. This article will use Order as the example.
2. Click the Add Email Template button to create a new template.
3. Enter the Template Details.
Note: Fields marked with a red asterisk are required.
a. Name - Give the template a name.
b. Description - Provide a short description of when to use this template.
c. Record Type - Select the record type from the dropdown. This determines where the template can be used (for example, Order templates can be sent from Sales / Orders). Once saved, the record type typically cannot be changed.
d. Attachments - If desired, select a document to attach by default when the template is used.
e. Include the Order Number in front of the File Name - Check this box if you want the Order number included in the attachment file name when the email is sent.
Note: This selection will appear different depending on the record type chosen.
4. Enter Limit To Information.
a. Location- Selecting a Location here will limit the Email Template use to the Location or Locations selected from the dropdown menu.
b. Company - Selecting a Company from the dropdown menu will limit the Email Template to only be used for that Company or Companies selected from the dropdown menu.
5. Click Save.
Note: After saving, you will have the opportunity to create the Template.
6. Navigate to the Template Tab and enter in the necessary information.
a. Default From - Choose an address from the dropdown menu to set as the default. These addresses are populated from the ones you entered at Settings / System / Email From Addresses.
Note: If the sending employee does not have access to their email address, the system will send the template from the Sender's default email address.
b. Default To - Create a Merge Field by typing two { characters. This will bring up a pop-up allowing you to customize how the system will find the correct email address to send this template to.
c. Default Subject - Fill in an appropriate subject for this Email Template.
d. Default Attachments - This is chosen on the previous screen and will automatically be sent with this template. If you would like to add additional attachments, use the Attachment icon at the far right of the bar.
e. Default Body - Fill in the body of the email. This will be used whenever the template is sent. Use the {{}} icon to enter personalization fields. This can be used to preset information that will automatically populate upon use. This can be done in multiple default information boxes.
7. Click Save.
Editing an Existing Email Template
You can change the name, description, attachments, and email content of an existing template at any time. The Record Type usually cannot be changed after the template is saved.
Navigate to Settings / System / Email Templates.
1. Select the tab for the record type that contains the template you want to edit (for example, Order or Estimate).
2. Click the ellipsis for options to move the template, Clone, Set Inactive, or Delete.
3. Open the template to edit.
4. Update the fields you need on the Details tab such as Name, Description, Attachments, Include the Name in front of the File Name.
5. Open the Template tab to change the default From address, To address, subject, or body. Use merge fields as needed for personalization.
6. Click Save.
