Setting up Employee Collaborate Email Templates (Beta)

Plan: Not Available: Intermediate, Pro Available: Elite

Users: Not Available: All users, User Group Permissions Available:FYI Admins

Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager

Customise your Email Templates to easily share links to the Employee Collaborate site, allowing employees 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.

This feature is currently in beta. Learn more about beta registrations.

Creating an Email Template

There are two types of Email Templates required for Employee 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 Employee Collaborate settings during the setup of the site.
Inviting employees - should be sent to the employee when first adding them to the Employee Collaborate SharePoint site. Ensure the merge fields for the Collaborate Site Link and Upload Folder are included in the template.

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

To select the new Template as your default when sharing documents using New Collaborate, refer to Create a New Employee Collaborate Site (Beta).

Merge Fields

To send links to documents and folders on Employee Collaborate sites, 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 Employee 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 Employee Collaborate site.

The Collaborate Site Link Merge Field is only available after the default Client Collaborate Site has been configured. This Merge Field can be used for Client and Employee Collaborate sites, and will automatically select the relevant site based on the email recipient.

Upload Folder Link - located in the Employee section

{{ EmployeeUploadFolderLink | web_link }}

Provides a direct link to the Employee Upload folder on the New Collaborate site.

The Upload Folder Link is displayed as "Click here".

Links to Employee Collaborate may be personalised depending on the global Personalised Links option in the Client - Collaborate app:

Enabled - If the Personalised Links option is set to "Yes", a login hint will be appended to the end of the URL to automatically select the relevant user's account. For emails sent to multiple recipients, separate links will be displayed for each recipient listed in the To field.
Disabled - If set to "No", a single link will be displayed for each document or folder for all recipients.

Refer to Including Merge Fields in Email Templates and Signatures.

Example Email Templates

To view examples of the Merge Fields used in email templates, and how the Merge Fields are displayed when sent to the employee, click on the relevant section heading below.

Collaborate Site Link and Upload Link

The following example includes the Merge Fields for the Collaborate Site Link and Upload Folder Link, sent to a employee's personal email address when first introducing them to Employee Collaborate.

Note: Links will not be generated for users added as a CC on the email, or for any internal users.