Email Templates

An Email Template contains a group of pre-programmed email formats that can be used in different parts of the application when sending an email. Emails can be sent by clicking the Email icon, which is available from various windows in the system.

Users can create their own email templates or use the predefined system templates for sending emails out to customers or to other employees. Using the right template can make the email contain more helpful information in the format that is customized to your preferences.

Each Email Template can contain fixed text and may include dynamic data fields from the application. You can merge data fields within the email template so the data will be populated to the email. Each Email Template can be based on Text format or HTML format.

When sending an email from within CommitCRM, you can choose the email template you wish to use, by clicking the arrow in the Email icon to open the select list. This will let you choose from the available templates for this entity.

You can define an email template for each entity.

The default template is the template that is used when clicking on the email icon. (Note: Clicking the arrow gives you the list of available templates).

File:Commit setup guide email template select.gif

CommitCRM comes with a set of predefined email templates. You can also define your own templates by choosing the Manage Email Templates option.

In the following sections you will find more details regarding creating and using Email Templates:

• Email Templates Types
• [[Email Templates#Creating Email Templates|Creating Email Templates
• [[Email Templates#Email Signature|Email Signature

Email Template Types

ach Email Template applies to a specific entity in the system. When defining a new Email Template, the system lets you add data fields, which are relevant to the specific entity to the template.

For example, when creating an Email Template for Tickets, you can design the email text and layout, and merge Ticket data fields in the template. The system will let you choose the fields from the available fields list for Tickets, and fields of entities which are linked to the Ticket, such as the linked Account.

The following table provides a summary of each Email Template type, when it is used, and the scope of available fields you can choose from for this template.

Email Template Type	Available From	Available Data Fields	Comments
Generic	Account's Web Users Tab Sales Opportunity's tabs: Influencers, Competitors, Team Documents batch email	*Current User (data fields linked to the currently logged-in user)	The Generic template, which is defined as Default will be automatically used from the relevant windows. There is no option to select a Generic template from a list.
Accounts	Account Details Window Account list (selected line)	Account details Current User
Tickets	Ticket Details Window Ticket List (selected line)	Ticket details Linked Asset Linked Contract Linked Account Linked Contact Current User	When using data fields for linked entities, , the fields will contain the data in the email only if there is a selected entity of this type. Note: When using the Commit Email Connector, it is recommended to include the Ticket Number data field in the email Subject. This will allow the system to file these emails if the customer replies to them and they arrive at the Email Connector.
Assets	Asset Details Window Asset list (selected asset)	Asset details Linked Vendor Linked Account Linked Contact Current User	When using data fields for linked entities, the fields will contain the data in the email only if there is a selected entity of this type.
Sales Opportunities	Opportunity Details Window Opportunity list (selected line)	Opportunity details Linked Account Linked Contact Current User	When using data fields for linked entities, the fields will contain the data in the email only if there is a selected entity of this type.
Calendar (Appointments and Tasks)	Task/Appointment Details Window Calendar list (selected line)	Task/Appointment details Linked Account Linked Contact Linked Ticket Linked Opportunity Linked Contract Current User	Tasks and Appointments can be linked to only one of the following: Opportunity, Ticket, Contract or Asset. When using data fields for linked entities, the fields will contain the data in the email only if there is a selected entity of this type.
Knowledge Base Articles	Knowledge Base Article Details Window Knowledge Base List (selected Article)	Article details Current User
Documents	Document Details Window Document list (selected ticket)	Document details Linked Account Linked Contact Linked Ticket Linked Opportunity Linked Contract Linked Asset Linked Article Current User	Documents can only be linked to one of the following: Opportunity, Ticket, Contract, Asset or Article. When using data fields for linked entities, only if there is actually a selected entity of this type, the fields will contain the data in the email.
Messages	Message Details Window Messages list (selected line)	Document details Linked Account Linked Contact Linked Document Linked Ticket Linked Opportunity Linked Contract Linked Asset Current User	Messages can be linked to one of the following only: Opportunity, Ticket, Contract or Asset. When using data fields for linked entities, , the fields will contain the data in the email only if there is a selected entity of this type.
History Notes	History Note Details Window History Window (selected line)	Document details Linked Account Linked Contact Linked Document Linked Ticket Linked Opportunity Linked Contract Linked Asset Current User	History Notes can only be linked to one of the following: Opportunity, Ticket, Contract or Asset. When using data fields for linked entities, , the fields will contain the data in the email only if there is a selected entity of this type.
None	New Message Window New History Note Window Contacting Support		In these windows, no template will be used when sending an email, as there are no entities involved in the email