Email Template Maintenance

---

Define the email templates to use with the Bulk Email or Email features available on various CRM forms. The template contains the subject and body of the email. You can also insert COM Interface fields into the subject and/or body of the template. Use this fields to include database values in an email.

When you click the Bulk Email or Email buttons, select the email template to use. If you select this option, Greentree Desktop generates the email is generated with the address detail, subject, and body. If you do not use an email template, the email is generated with only the address detail pre-filled.

The contact's email address is used and defaults to the To address field if sending a single email. The contacts' email addresses are used and default to the BCC address field, if a bulk email is sent.

If the contact does not have an email address, then the organisation's email address is used. If the organisation does not have an email address, then the contact's name displays in the Address field.

If your email template contains COM interface fields:

• You can only use templates containing contact-related fields if sending a single email. Bulk emails create only one email, and you cannot update the inserted field for each contact included in the bulk email.
• You cannot use a combination of insert fields from various COM interfaces on the same template. All insert fields must exist on a single COM interface. You must create an email template for each email COM interface that you intend to use.
• Do not rename COM interface fields if you have existing email templates. If you must rename these fields, you must update all existing templates.

Note: For emails sent from Communications, the email detail is added to the communication Conversation tab after the email is generated.

To create the email template you must:

• Enter a unique name for the template. The name should describe the purpose of the mail template so it is easy to identify which template to use when sending an email.
• Enter the subject and body text of the email.
• Add the database fields by clicking on a position in the template and inserting the database field using one of the two buttons on this form.

Click the Copy icon to create a new template based on an existing one. The Name field is cleared, but the template contains all the information in the original.

Template Name

Enter a name for the email template. The Name field is used in the dropdown lists available on the Bulk Email and Email forms, from which you can select an email template.

Subject

Enter the subject of the email template. The Subject field is used when sending either single or bulk emails to pre-fill the Email Subject field.

Body

Enter the body of the email template. The Body field is used when sending either single or bulk emails to pre-fill the Email Body.

Auto BCC

Enter email addresses or email groups that an email based on this template must be sent to. Separate the addresses with a colon (;). The email addresses that you enter appear in the BCC (Blind courtesy copy) of the email.

Is HTML Format

Select this option if the email should be sent in HTML format.

Interface

Select the COM interface from which to insert the field. The COM interface contains all the defined bookmarks that exposes the database fields for use in templates.

Field

Select the field to insert into the email template. This dropdown list contains all the bookmarks defined in the selected COM interface.

Add to Subject

Insert the selected Insert field into the Subject portion of the email template. The field is inserted at the current position of the cursor.

Add to Body

Insert the selected Insert field to the Body portion of the email template. The field is inserted at the current position of the cursor.

---