Email Template Editor

Use the Email Template Editor to maintain email templates used for sending emails to customers.  You can create as many emails as you need for each type of template with the easy to use Editor.  The Editor works in a manner similar to Microsoft Word including having styles and formatting functions.  The Editor also offers functions for copying and pasting images, inserting tables and links as well as other features.  Templates can be customized by inserting fields from a data field list.  The inserted fields will fill with customer data when the email is generated.

Note:  An empty template can be created if needed.  It must have a template type and an email configuration assigned so that the SMTP server is known.

 

Directions:

To open click Daily Work --> File Maintenance --> Email Maintenance --> Email Template.

 

Email Template Editor Example:

 

Email Template Editor Prompts

To build a new email template, click New.

Note:  Multiple templates can be created for the selected template type.  To build a new template when a template already exist for the template type, click New.  The prior template will be maintained and the new one added after clicking saving.  A tracking number is assigned to each template and can be seen in the Search screen.

Or, look for a template click Search .  From the Search list you can select the desired record.  The Search shows all email templates regardless of template type.

Template Type

Select the type of template from the drop-down list.  The type of template determines where the email is used and the data that can be added to the template.

Template Types:

  • Account Letter - used in the Enhanced Inquiry banner next to Customer ID and Location ID

  • Default Customer Document - used in the Documents view

  • Customer Payment Plan - used in the Payments view

  • Read History Report - used in the Read History view

  • BUSA Email Blast - used in the BUSA Reporting view
    Note:  Only a few fields can be included when building the template.  When the template is opened in BUSA, report fields can be added.

Email Config

To select the configuration to use for the email, click a choice in the drop-down list.  The configuration includes the reply to and cc email addresses that will be included on the email.

Subject

Enter a default subject line for the email.  The subject line can be left blank and entered later when sending an email.

Body of Email

To build the body of the email:

Note:  The HTML code can be edited directly in the editor, by clicking HTML if desired.

 

1.  To add text begin typing or paste text that was copied.  Formatting tools are available on the toolbar.

 

2.  The list on the right displays the data fields that you can include in the email.  When emails are generated, the inserted fields will fill with the customers' data.
To insert a field in your email, double-click the name in the list.  The field is added at the cursor.  

3.  To insert an image, click Picture and then click Browse to select the desired image.  The image is inserted at the cursor, but can be moved as needed.

4.  To insert a hyperlink, click Hyperlink .  Enter the hyperlink text to display in the document and enter the URL for the link.  Then, click Insert Link.

 

To finish the email, click Save.  The message email successfully saved displays.

Email templates can be deleted if needed.  To delete, select the desired template and then, click Delete.  At the delete prompt, click Yes to delete.