Features

Including Merge Fields in Email Templates and Signatures

You can include Merge Fields in an Email Template or Email Signatures to bring in content from your practice management software and from FYI. For an overview of how Merge Fields are used, refer to Overview of Templates, Signatures and Merge Fields for Emails.

Merge Fields are added to the content of the Email Template or Signature to include, for example, the client's First Name, Last Name and to add information about the email author, the Author's Name or Phone number. These examples are added as the Merge Fields such as

Merge Fields Glossary

The FYI Merge Fields Glossary contains a list of all standard FYI fields that can be added to Email Templates and Signatures. 

Click here to access the Glossary.

Merge Fields Sections

At the bottom of the Email Editor for the Template or Signature, the Merge Fields are grouped into different sections.

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Expand the section by clicking the arrow for the section and locate the Merge Field you want to include.

You can also enter a keyword to filter the Merge Fields. For example, if you enter "Client" as the Filter merge fields, this will filter only those Merge Fields that include "Client".

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For details on each of the sections, refer to Merge Fields Overview and Merge Fields Glossary.

Adding Merge Fields to an Email Template or Signature

To include any of the Merge Fields:

  1. Position the cursor in the location in the Email Template or Signature where you want the information to appear.

  2. Then click to open the section of Merge Fields at the bottom of the Email Editor.

  3. Click on the required Merge Field (for example, Salutation). 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.
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    Merge Fields are added in the same way to the Email Signature for example for the Author Name, Author Phone, information from FYI - for example, the Role of the Author and a unique Reference Number for the FYI document.
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  4. 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 example, to display only the First Name of the Author, the Merge Field Formatter "split" can be used:

    {{ AuthorName | split: " " | first }}

    For a list of available formatting options, refer to Formatting Merge Fields.

Adding the Body Merge Field to Signatures

The Body Merge Field can optionally be added to Email Signatures as a placeholder for where the contents of a template will be included.

Note: The Body Content Merge Field is in the Other section in the Merge Fields and is only included if the template has already been marked as Signature.

You can apply styling to the Body Merge Field to set the style (such as fonts and paragraph spacing) for the body of the email.

You can also use the Body Merge Field to apply a salutation consistently to all emails across the practice (such as always having this as Dear …, or Hi …). By including the salutation in the Signature and adding the Body Merge Field below this as the placeholder, the email will display the salutation at the top of the email, and the formatting ready for the email content to be entered by the users.

When an email is created with only the Signature and a template is not selected, this sets up the correct styling for the email content.

Note: When applying certain styling such as fonts, this needs to be applied to the whole Signature. Use Ctrl+a to first select all the content of the Signature.

Note: If styling has been applied to the Body Merge Field and a template has been selected, an extra line will be added to the email when this is created. This can be avoided by removing the styling on the Body Merge Field using the Clear Formatting option on the Formatting toolbar.

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When an email is created with a template that does have styling, this overrides any styling set for the Body Merge Field.

Note: There are certain styling settings on the Body Merge Field that may affect templates depending on how your templates have been set up. Before adding it to any Signatures available practice-wide or to individual users, it is recommended that you set up a Signature assigned for your own use first and check the effect it has on the styling used in your templates.

Due to the way in which styling is applied to HTML, you may find that using certain keys (such as backspace) you may lose the style. If this happens, you can usually restore the styling by clicking elsewhere in the content area of the Email Editor.

Sending New Collaborate Attachments

When sending documents by Collaborate, if the user selects a template, the template must include the merge field for Attachment Links.

This Merge Field inserts the Collaborate links for the documents stored on the New Collaborate SharePoint site. When creating the template, select Attachment Links from the Document section in the Merge Fields.

If this Merge Field is not included in the template, a link to the document will not be sent to the client.

Refer to Setting up Collaborate Email Templates.

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Sending New Collaborate Shared Folder Links

The Merge Fields Collaborate Site Link and Update Folder Link are used when setting up a template to inform a client that they have been given access to the Collaborate shared folders on the SharePoint site. Refer to Setting up Collaborate Email Templates.

The Collaborate Site Link is located in the Practice section, while the Upload Folder Link is located in the Client section.

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Note: The Share Folder link and Upload Folder Link Merge Fields are used when sharing folders via Collaborate. They are not designed to work in an Automation or if the Template is selected when an email is created directly.

When creating an email using a Template or Signature that includes a Custom User Role, if you have selected Draft in FYI, you can check how the Custom User Role will populate in the email when sent using the Preview button in the Email Editor. Refer to Previewing the Draft in FYI Email in Creating an Email in FYI.

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