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).
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 |
|
*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 |
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| Tickets |
|
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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 |
|
|
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 |
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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. |
| Purchased From Us | You can also store whether the Asset was purchased from you using the Purchased From Us flag in the Details tab. Note that when converting a won Sales Opportunity into an Asset, this flag will be automatically be set to true. | ||
| Vendor and Manufacturer information (tab) | Use this section to store Vendor and Manufacturer information and terms, such as the vendor serial number, manufacturer serial number, vendor PO and Invoice #, vendor warranty expiration and more. | ||
| License Keys and Codes (tab) | Store licenses and keys in this section to easily access equipment. You can also store special notes and instructions, such as "Need to login as admin in order to modify..." |