Plan: Available: All plans
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
Creating an Email Template allows FYI Admins and users with Templates permission to define a consistent format for particular email communication. An Email Template can be selected when users across the practice create individual emails, or as a selection in a Create Email process step.
Creating Email Templates
Use the steps below to create the Email Template, customise the content, and set it to Active so it is available for users when creating emails, or when added in a Create Email process step.
- From FYI, click the Knowledge menu option.
- Navigate to the Templates tab.
- Click the drop-down next to the +Add button and select Email.
- The Create Email Drawer will open.
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Enter the Name of the Template and select the Filing details.
Email Template Field Details Cabinet Defaults to Templates. This cannot be edited. Categories Displayed if Categories have been applied to the practice Templates cabinet.
Select the filing Categories, Tags and Keywords. This determines how it shows in the Knowledge Templates list.
Template Name Enter the Template name. This identifies the template internally. Name Enter the Name. This is the name that is used as the subject when an email is created from the Template. Refer to Creating and Sending Emails in FYI.
If a Name isn't specified, the email will be created using the Template Name instead.
Tip: Merge Fields can be added to the Name field, for example
{{ ClientName }}to insert the Client Name. Refer to the Merge Fields Glossary - Standard Fields. - Click Create. The Email Drawer and the Email Editor display.
When an Email Template is created, it is automatically set to Draft. It will not appear in the Active view until the status is changed to Active.
Use the Email Editor to update the email template body so it includes the correct body, images, Merge Fields and formatting before it is used or sent:
- Enter the required text, including Merge Fields if needed.
Note: If you are using combinations of Merge Fields and formatting, we recommend you add the Merge Fields first and check that these are bringing the correct information. Then edit the Template and add any formatting.
- Add any images, as required.
You can format the text using the tools at the top of the Editor. The text displays in rich text to reflect any formatting. Refer to Formatting and Fonts using the FYI Editor.
When the Template is initially created, the Status of the Template is set to Draft. Once the Email Template has been customised and is ready for use, mark the template as Active.
Note: Ensure that the "Signature" setting is not selected, otherwise the template will not be available as an email template once updated to an "Active" Status.
- Open the Email Template. The Email Drawer will open.
- In the Filing section, select Active from the Status drop-down.
- Set AutoFile Defaults if emails created from this template should be filed automatically to a specific Cabinet and Category.
Choose the default Cabinet and, if needed, the default Categories for emails created from this template. These defaults will override any filing defaults set at the Client, User or Practice level.
Note: When an email is created, the Cabinet and Categories can still be changed. - Close the Email Template drawer. The email template is now active and ready for users to select when creating an email.
Tip: You can add Comments to a template, for example, if you want to advise any users that it is available, or if you need a user to make some changes.
Including Merge Fields
To add a Merge Field to the email template:
- Position the cursor in the location in the Email Editor where you want the information to appear.
- Then, click to open the relevant section of Merge Fields at the bottom of the Email Editor. For example, Document.
- Click on the required Merge Field, for example, Attachment Links.
Tip: Type in the Filter merge fields box to filter to the required Merge Field.
The correct code for the merge field is added for you in the body of the Email Template. In the following example, the Client Salutation merge field has been added.
- Advanced formatting can be used to customise the information that's displayed. For example, you could change the format of the date, perform a calculation using the data, or use a conditional merge field to only display data if the conditions are met. For a list of available formatting options, refer to Formatting Merge Fields.
Formatting and Fonts
Use the formatting tools in the FYI Editor to update the appearance of an Email Template. You can change text formatting, font size and font colour, with changes shown in rich text as you edit.
Changes are saved automatically, and the history of changes is displayed in the Activity section of the drawer.
Note: If the template uses Merge Fields, add and test the Merge Fields first to check they are pulling through the correct information. Then apply any formatting.
For detailed information, refer to Formatting and Fonts using the FYI Editor.