Setting up Collaborate Email Templates

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Customise your Email Templates to easily share links with your clients to the New Collaborate site, allowing clients to view and upload documents. 

Note: Email Templates can only be created and maintained by an FYI Admin or a user in a User Group with Permissions enabled for Templates. Refer to Managing User Groups

Creating an Email Template

There are two types of Email Templates required for New Collaborate. Examples of these emails are provided below.

  • Default Email Template - used when sharing documents as attachments. This is the email template that will be selected as the default in the New Collaborate settings during the setup of the site. Refer to Set up and Create a New Collaborate Site

  • Inviting clients - should be sent to the client when first adding them to the New Collaborate SharePoint site, and should include merge fields for the Site Link and Upload Folder. 

For instructions on creating Email Templates, refer to Creating Email Templates and Signatures

Merge Fields

To send links to documents, and the client folders on the New Collaborate Site, you'll need to add the following Merge Fields to your email templates. The Merge Field code is displayed after the hyphen.

  • Document Link - {{ AttachmentLinks }}
    Required when sharing documents via New Collaborate; and should be added to the Email Template nominated as the Default Email Template for New Collaborate. 

  • Site Link - {{ CollaborateSiteLink | web_link }}
    Provides a link to the homepage of the New Collaborate site
    Note: The Collaborate Site Link Merge Field is only available after the Collaborate Site has been configured.

  • Upload Folder Link - {{ UploadFolderLink | web_link }}
    Provides a direct link to the Client Upload folder on the New Collaborate site

These Merge Fields are added to the email template from the "OTHER" group. Refer to Including Merge Fields in Email Templates and Signatures

When the email is created from the template and sent to the client, the links display as "Click here".

Example Email Templates

Example of an Email Template introducing a client to New Collaborate:

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Example of an Email Template used to share documents:

2657_Include_Attachments_Link_Merge_Field_in_Email_Template.gif

You can add any additional text and formatting to the body of the email.

Sample Email Templates

Individual Email Templates

We have drafted sample emails that outline the process for clients, which can be used as a draft for your client communication.

This information can be set up as Email Templates, or as a PDF to include as an attachment in the email that you send either before or when you share a document.

Refer to Creating Email Templates and Signatures

Collaborate Brochure

To send a bulk email invitation across multiple clients, we recommend first sharing a document to their Share Folder.

To assist with this process, we have created a Sample Brochure that you can use. This brochure has been created using Canva, a free-to-use online graphic design tool.

To view and copy the template to your own Canva account, click here For assistance on this process, refer to the Canva article Duplicating designs.

Please note the FYI team does not provide support for creating or customising this flyer or using Canva. This document and design are provided as an optional resource only. Refer also to Bulk Email Invite Clients to Collaborate

Next Steps: To continue setting up New Collaborate:

Download Files

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