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Email templates provide an easy way to respond to standard email tasks. For example, you may wish to send a thank you email to all those who have attended an event. You can create (or customize a default) template that can be used consistently for all of your events. This will allow you to efficiently send emails, and increase productivity. Email templates may also include database fields.

 

There are a variety of default email templates populated in the database that you may us to meet your business needs. You may view the existing templates, edit copies of the existing templates, or create your own. To do any of these actions:

 

1. Click Setup in the navigation panel
2. In the Communications section, click Email Templates. A list of the default email templates will be displayed.

 

 

View a Default Email Template

From the list of templates (Setup > Communication > Email Templates):

 

1. Click the name of the email template you wish to view or modify. The Edit Email Template dialog box will open.
    

   

   
   
   The following fields are displayed for your review:

   Name - The name of the template is displayed for selection when you are sending emails. Additionally, the name of an email may be used for filtering and reporting.

   Description - This field allows you to provide more details about this template. Visible internally only.

   Category- The category field allows you to associate this template to specific email categories, and may also be used for filtering. Internal only.

   Subject- The subject is the subject line of the email.

   Template Text- The template text is the body of the email, and will display merge field codes if merge fields are present.

   From email address- if a From email address is specified in the template, it will be shown here.

   Make available to all users- when viewing a default template this checked box will indicate if the template is available to all users.

   Shows in Template List- If this is a template for an automated message (as shown above), this will be unchecked. If a template is designed to be sent manually, this will be enabled.

   Attach Files- if any files are attached to the template, they will be displayed here.

2. Click the Done button when finished viewing.

Edit a Default Email Template

1. Click Setup in the left-hand navigation panel.
2. Click Email Templates in the Communication section.
3. Click the Copy icon to the far right of the template name. 
4. Make changes in the Edit Email Template window that appears. 
    

   

    

   Name - Give the template a unique, easily findable name. (Best Practice- determine a naming convention for all edited/customized templates and stick with it!)

   Description - Give the template a description if needed. This is only visible internally.

   Category - When copying a template, you cannot change the Category. This is to prevent "breaking" any merge fields. 

   Subject - Database fields (indicated by double "curly" brackets {{ }} ) cannot be added by the user to the subject line. If the subject line of the template you are editing contains a database field that you don't want, simply delete it (you cannot edit it).

   Template Text - In the body of the email, any database fields are in double brackets and also highlighted in yellow. The field contents will not be highlighted in the sent message. Also, only make cosmetic or location changes to these fields (do not edit the names). See below for how to add fields to the template.

   From Email Address - Select the staff address from the dropdown that will be used if the email is sent automatically. You can leave this blank, or override it when the template is selected in the Send Email window.

   Make available to all users - Check this box if you want this template to be available for all staff to use. If unchecked, the template will only be available to the person who created it.
   Shows in Template List- this will allow the template to be selected in the Send Email screen template selection dropdown.

   Attach Files - If a file needs to be attached to the template, select this option and attach the desired file. Any attached files are sent with the email any time the template is selected to send.

5. Click Done.

 

NOTE: When editing a template with the tenant logo URL merge field, sometimes the size of the logo will be modified. Be sure to set your desired logo size by clicking the logo, then selecting the "Change Size" icon and specifying the logo size.

Add Merge Fields to a Template

1. Go to Setup -> Communications -> Email Templates.
2. Edit an existing template OR use the "Add Template" option to create a new email template from scratch. NOTE: Email designer templates use a slightly different process. See Add Merge Fields to Text if working with a new Email Designer Template.
3. Give the template a name and select a template category. Note that selecting a template category will do two things: it will limit where in the database the template is available (Billing Finance category templates would only be available to select when in the Billing module, for example), and it will filter the available merge fields to fields that will work within that module. See Add a New Email Template for a table of available template categories and where they are able to be used.
4. Put your cursor where you want place the data base field.
5. Click on Insert Merge Field in the editing bar.
6. Scroll through the list of available fields (or use the Search feature at the top of the list)

   • Not every field in the database is available to merge.
   • Available fields will be limited by the category of the template.
   • "Tenant" refers to your organization

7. Click on or search for the field you wish to add to the template.
    

   

   
    
8. When you've selected the desired merge field to add to the template, click the Save & Close button. Repeat steps 5 through 8 to add additional merge fields.

 

 

 

NOTE: Event-related fields will only populate correctly if sent from within an event. Please refer to Available Merge Fields for Event Emails for more information.

Add a New Email Template

 

 

1. Click Setup in the left-hand navigation panel.
2. Click Email Templates in the Communication section.
3. Click the Add Template button in the top right corner.
    

   

   
    
4. Configure the available fields: See View a Default Email Template for description of available fields.
   • Name: This is the name that will appear in template selection drop-downs.
   • Description: (Optional)
   • Category: Select the appropriate category for the email template. This option drives which database/merge fields are available to include in your template AND where the template is available for use in the software. IMPORTANT: The Category of an email template CANNOT be changed after a merge field has been placed in and the template has been saved. This will help prevent merge fields that only work in certain categories from being unintentionally used in a situation where they would not work. See the Email Template Categories table below.
   • Template Text: Customize font and paragraphs using the standard word-processing icons such as bolding, italicizing, underlining, etc. You can also insert hyperlinks, YouTube or Vimeo videos (full YouTube videos only; YouTube Shorts type videos will not work), images and merge fields. NOTE: The merge fields available are based on the Category you have selected.
   • From Email Address: This is the default from email address. It may be overridden when using the template.
   • Make Available to Other Users: Select this option if you wish the template to be available to all of your staff members. If deselected, it will only be available to you.
   • Shows in Template List- this will allow the template to be selected in the Send Email screen template selection dropdown.
   • Attach Files: Will attach a file to the template; this will include the file every time you send this email message.
5. When the template is complete, click Done to save it.

 

Email Template Categories
Billing Finance	Use this category for email templates you wish to use for delivering invoices.
Continuing Education	This category is used for email templates automatically sent for Continuing Education (i.e. Certification Completed)
Event Event Attendee Event Invite Event Reminder	Use this category for emails sent from the Events module. This will provide event specific fields that would not populate if sent from any where else in the software
Forum	Use this category for emails automatically sent to those who have subscribed to Forum update notifications
Fundraiser donation	Use this category for emails sent from within the Fundraiser module. Includes fields specific to fundraiser and the campaign you are sending from.
Login Reset	Use this category for email templates you wish to use when communicating to members either from the member’s communication tab, the Quick Actions email option or groups. Includes specific merge fields for managing user login
Member Communication Board/Committee Chapter Suborganization Directory Contact Email Other Political Action Sales Prospecting	Use this category for email templates you wish to use when communicating to members either from the member’s communication tab, the Quick Actions , Sales Funnel and Lists/Committees.  In these cases, the category is simply a way for you to organize your email templates. All provide the same contact information
Member Profile Update	Do not use
Membership Renewal	Use for auto-drop email communications.
Newsletter	Do not use
Sales Funnel	Used for Sales Funnel automated messages. If provides your staff with sales funnel acceptance data. When sending email to contacts from the Sales Funnel use the Member Communication category
Store	Do not use
Trial Account	Do not use

 

Copy an Email Template

*NOTE: This video was recorded with the previous interface. We will be updating videos as quickly as possible.

 

 

NOTE: You can only copy email templates that you have created from scratch, or from copies you have made of the default templates.

 

1. Click Setup in the left-hand navigation panel.
2. Click Email Templates in the Communication section.

   

    

3. Click the   icon for the template you wish to copy.
4. Click OK to confirm that you wish to make a copy. Be sure to give it a unique name! Make any edits and changes as needed, then click Done to save it.
    

   

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Related Topics

5 Email Templates You Should Customize (and how to do it!)  (Webinar, 1 hr) 

There are multiple benefits in using the email template functions in your GrowthZone database:

• Efficiency: When you frequently send very similar emails, using templates will save you time in not having to create the same email time over time from scratch. You'll save time and become more efficient at your email tasks
• Consistency: Your members will easily recognize your emails if you use the same template every time
• Automation: To benefit from the automated messaging functions in GrowthZone, you will want to design the emails templates that you wish the system to automatically send for you, for example, the Membership Application submitted email

• Download the handout