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.
| Merge Field | Description |
|
Attachment Links - located in the Document section {{ DocumentAttachmentLinks }} |
Required when sharing documents via New Collaborate; and should be added to the Email Template nominated as the Default Email Template for New Collaborate. |
|
Collaborate Site Link - located in the Practice section {{ PracticeCollaborateSiteLink | web_link }} |
Provides a link to the homepage of the New Collaborate site |
|
Upload Folder Link - located in the Client section {{ ClientUploadFolderLink | web_link }} |
Provides a direct link to the Client Upload folder on the New Collaborate site |
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:
Example of an Email Template used to share documents:
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.
- Sample Email for Practices - Introducing Collaborate
- Sample Email for Practices - Introducing Shared Folders
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
Note: If your practice has enabled to Retain Client Uploads in Collaborate site option in the Collaborate App settings, you will need to update the information in the sample email to advise that files will be moved to the Processed folder.
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:
- For practices using Collaborate for the first time refer to Set up New Collaborate (New Sites only)
- For practices upgrading from Legacy Collaborate refer to Set up and Create a New Collaborate Site (Upgrade from Legacy Collaborate)