Prerequisites
You'll need CRM Admin rights to configure document templates within the CRM
What's covered in this article
Step 1: Go to the Settings Centre
To edit your Email Templates, click on the settings icon in the bottom left-hand corner.
Step 2: Go to Emails & Documents
Once within the Settings Centre, navigate to the Emails & Documents section on the left-hand side and scroll down until you reach the Document Templates configure option, and select 'Click to Configure'.
Step 3: Create New Email Template
To create a new email template click on the plus icon in the top-right hand corner.
You'll then be asked to fill out some information about the new email template.
Name: This will be the name of the email template that appears in the template drop-down, so make sure this is relevant to all CRM users.
Type: You have 3 types of document templates; Email, Excel, and Word. For this example, we'd select 'Email'.
Description: If required, you can provide a more detailed Name of when this document template would be used.
Where are you going to merge data from?: Please select the CRM record type that you wish to create and use this template against e.g. Quote.
Once happy with the information entered, click 'Create'. Your new template will then appear in the Configure list.
Step 4: Edit the Email Template
To start editing this template, click on the pencil icon to the right of the page.
You'll then be able to configure the different fields depending on the template.
Group: This determines what type of document this is.
Email Signature: This is where you can set a default signature. For example, this could be useful for if you were setting up an email template which is going to send from a generic email address - you could then include a generic email signature rather than the user's personal email signature.
Where are you going to merge data from?: This gives you the option to select where in the CRM you will want to get the data from for the template.
Where are you going to use this?: This determines where you will want to use the data that you have merged for the email template.
Pin to Menu: this creates a shortcut from the record that takes you straight through to the template. This is useful if you will be using this template a lot.
Obsolete: Determines whether or not this template is still in use.
Attach Template: You can add a template that would be used with this email so that it is automatically attached when you use this email.
Attach Files: This is where you can add particular documents that you would like customers to receive every time you use this template.
Click 'Edit' at the top of this side bar to start typing out the email body. We'd recommend using the search and replace fields where possible to help save time. Use the 'Search fields' option to make this even quicker. On the right-hand side, you have a tree view of all the possible search and replace fields (associated with the record type that this template will be used against).
From Name: The friendly name that will appear to the customer when they receive the email.
From Address: The From Address on the Email Template can be configured to any email address you wish the email to be sent from. This is particularly useful if you wish for all of your quotes to be sent from your Sales email address, as an example.
If the From Address is left blank, the email will be sent from the User's email address.
Auto-Populate To Address: There is also an option to configure whether the 'To Address' will be automatically populated when using an email template. This is a flag you can control within the Edit Template section called 'Auto-populate To Address'.
If you wanted to edit your template in HTML or copy over a template using HTML then switch to our View Source option by selecting the curly bracket button!
Once you're happy with your new email template, click 'Save'.
For guidance on how to use this email template, take a look at our article here.