Email Templates – Creating & Managing

20 October 2, 2024

How to create, edit and manage Email templates including using Folders.

(6 mins)

Set Up and Manage Email Templates in franchizemanager

This guide walks you through how to set up, manage, and organize email templates in FZM.

Why Use Email Templates in franchizemanager?

  • Consistency: Keep your communication professional and on-brand.
  • Save Time: Templates minimize repetitive writing, they make you fast and efficient. 
  • Personalization: Smart tags automatically insert data from the system, making each email relevant to the recipient.

What You Can Do with Email Templates

This guide covers the following key areas for managing email templates in FZM:

  • Creating New Templates: Set up new email templates and assign them to specific modules.
  • Editing Existing Templates: Update content, use smart tags, and organize your templates into folders.
  • Enhance with Formatting: Add hyperlinks, format text, include attachments, and use smart tags.
  • Organizing Templates: Group templates effectively with folder names to keep them easy to find.

Get to Know the Email Templates Data Grid

  • Active Status: You can filter templates to see only those that are active. Only active templates are available for selection when sending emails.
  • Export to CSV: You can export your query results to CSV format.
  • Folder Names: Use descriptive folder names to group related templates logically.
  • Modules: Assign each template to the relevant module, such as “Candidates” or “Audit,” to ensure that templates are always available in the right context.
  • Refresh: Refresh the records to ensure that you have the latest version of the data grid.
  • Reset to Default: Remove any customizations made to the data grid.
  • Template Names: Template names appear in the pop-up when selecting a template to send. Use friendly and descriptive names to make templates easy to identify.

Manage Email Templates

Important: All email templates are visible to all users by default. To create templates for private use, organize them using unique folder names.

In FZM, you can create and categorize email templates. This can help keep your communications consistent while reducing repetitive tasks.

Access Email Templates

In FZM, email templates are categorized by their modules. On the left side of the screen, you can see the available modules listed in the menu bar. When you create an email template, you make it available to anyone who uses these modules.

  1. On the left side of the screen, click Admin.
  2. Scroll down to “Templates – Communications.”
  3. Click Edit Email Templates.
  4. A data grid of all of the email templates that are currently in the system will show on the screen.

Filter Email Templates

In FZM, each email template is associated with a specific module to make it accessible to users who need it. You can use the filter function to find the email template you need. You can filter templates by:

Module Name:

  1. Choose the module you want, such as “Candidates” or “Franchises.”
  2. Under the Module column, click the text box.
  3. Enter the name of the module.
  4. Press Enter.
Tip: At the bottom right corner of the grid, you can see the number of email templates displayed.

Active Status:

  1. Under the “Active column,” click the text box.
  2. Enter Yes for active email templates or No for inactive email templates.
  3. Press Enter.
Tip: You can also filter email templates by folder name and template name using similar steps.

Edit and Organize Email Templates

Get to Know the Email Template Window

  • Active: Toggle on if you want the email template to appear in the pop-up window.
  • Email Type: You can select from Automated, Campaign, or Transactional.
  • Folder Name: Use folder names to categorize templates logically to make them easier to find and manage.
  • Module Assignment: Ensure each template is assigned to the correct module.
  • Template Name: This is what will be displayed in the pop-up window. The name should be descriptive and easy to understand.

Create and Edit Email Templates

  1. At the top left of the Email Templates data grid, to create a new email template, click Add new.
    • You can also choose an email template in the list to edit.

  2. Choose the type template that you want to create.
  3. If you want the template to be active, toggle Active on. 
  4. In the “Module field,” enter the module name that you want. 
    • Make sure that the template is assigned to the correct module so that it’s accessible in the intended sections of FZM.
  5. Click Email Type. In the dropdown menu, click Transactional, Automated, or Campaign. 
    • Automated or Campaign: These email types are used for more advanced uses and are often set up by the support team.
    • Transactional: Used for emails that you manually send.
  6. In the Template Name field, enter the template name that you want. 
    • The template name will be displayed in the pop-up window when you use the email template.
  7. In the Folder Name field, enter the folder name that you want. 
    • Adding prefixes (such as numbers) can help arrange the templates in a specific order.
  8. Enter the Subject of your email template.
  9. Format the body of your email template. 
    • Add Links:
      1. Highlight the text you wish to link.
      2. Click Link.  
      3. Enter the hyperlink details.
    • Add Smart Tags:
      1. To see available tags and their descriptions, scroll down to “Candidate Merge Tags”
      2. On the toolbar of the email editor, click Insert HTML.
      3. Click on the smart tags or merge tags that you want to personalize your emails with.
        • If you need a merge tag that isn’t available, contact support to add it to your list.
    • Attach Files:
      1. Scroll down to “Attachments.”
      2. Click Select File.
      3. A window will pop-up. Choose the file that you want to attach.
        • Ensure the attachment is under 15 MB to avoid issues. Compress large files using tools like pdfcompressor.com.
      4. Click Open.
    • Format Text:
      1. Use the toolbar to adjust formatting such as Bold, Italic, or Underline.
      2. You can also add images to make your email visually engaging.
  10. At the top left of the window, click Save.
    • You can also duplicate the email template that you made. At the top of the window, click Duplicate.

Conclusion

Email templates in franchizemanager are a powerful tool to help you save time. You can use these tools to simplify your daily work and communicate effectively with your leads and candidates.

To get the best results with email templates:

  1. Create and Assign Templates: Set up templates for different tasks and link them to the right modules.
  2. Organize Your Templates: Use folders and smart tags to keep your templates easy to find and customize.
  3. Make Your Emails Engaging: Add links, attachments, and use formatting to create clear and attractive messages.
  4. Save Time with Duplication: Duplicate existing templates for quick changes and variations.

By following these steps, you’ll streamline your communication, reduce repetitive work, and ensure your messages are always on-point.