Email Templates

Overview

The Email Templates screen allows you to create pre-defined emails to be used in your campaigns and also manage them at a single location. This not only improves productivity, but also ensures consistency in the message and structure of the emails sent out to leads, prospects and clients. Marketing and sales departments rely on the pre-defined, merge field-based templates to send consistent messages and information to leads and prospects, especially for email campaigns. Click to watch this video on using email templates in Core.

You can write a covering sales letter or thank you emails or other standard sales emails as email templates. Core CRM offers powerful document processing features including formatting text, adding and editing tables, inserting images, hyperlinks and including quotes as editable tables. You can also insert smart tags into the email templates as placeholders for the recipient's name, company, etc. Core CRM automatically replaces them with the actual values when sending out emails.

When you are composing an email within Core CRM to your leads, prospects or clients, Core CRM historically tracks these emails to better understand what information and marketing materials are delivered. You can also see what outgoing emails have been delivered to the contacts in Core CRM. If the email is sent to an address that is no longer working, there is a bounce-back email sent to let you know about this.

Basic Tasks

Create Email Templates

View Reports

Advanced Tasks

Clone Email Templates

Export Email Templates

Apply Filters

Mark Screen as Favorite

Create Email Templates

To create a new email template, watch this video or follow these steps:

    1. Open the Email Templates screen from the side menu > Sales Tools > Email Templates.


    2. Click Create New on the top-right.

    3. On the Create Email Template dialog, enter the required information:

      • Template Name

      • Description (optional)

    1. Click Create Email Template to save the template.

    2. In the detail view, enter the template details:

      • CRM Type: The type of CRM determines the availability of the email template in a CRM screen, such Campaigns, Prospects , or just general. The CRM type selected here determines the list of smart fields available for the template.

      • Subject: Subject line of the email. You can also insert smart fields into it using the Add Smart Field option on the right. Besides the other regular fields, Core allows you to select the custom fields listed at the bottom of the drop-down.

    1. In the Body section, type, insert or paste the email content as you want it using the toolbar. You can format the email text by using the formatting toolbar or adding smart fields to it.

    2. You can insert smart fields ( Opens the Add Smart Field dialog from where you can insert a placeholder that Core automatically replaces with the actual value when sending out emails. The smart field can be the ID, Name, Company, custom fields, etc., depending on the CRM Types selected.) into the email template by clicking the icon on the toolbar.

    3. You can also insert images ( You can insert any image or picture from your computer or other destination into the proposal.) and tables ( You can insert a table of any dimension into the proposal. This is useful if you want to present some numeric or analytical information in the proposal.) into the template, as needed.

    4. Click Save.

Note: In case of email notifications, Core allows managers to quickly approve or reject the workflow entries or items submitted by employees directly from the emails using the Approve/Reject/Review buttons.

View Reports

To view a report:

    1. Open the Email Templates screen from the side menu > Sales Tools > Email Templates.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

 

Clone Email Templates

If you have many similar email templates, it saves time to create a new one from an existing template. In other words, you can duplicate an email template to create new ones and then edit that for any changes.

To clone an email template:

    1. Open the Email Templates screen from the side menu > Sales Tools > Email Templates.

    1. Select the email template on the grid that you want to clone and click  to select Clone.

    2. On the Email Template Clone dialog, enter the required information:

      • Clone From

      • Clone To

    3. Click Clone.

The newly cloned email template is displayed on the grid. You can go into its detail to edit it, if needed.

Export Email Templates

In Core, you can export email templates to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export the email template records to a .CSV file, watch this video or follow these steps:

    1. Open the Email Templates screen from the side menu > Sales Tools > Email Templates.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Email Templates screen from the side menu > Sales Tools > Email Templates.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the main menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Email Templates screen from the side menu > Sales Tools > Email Templates.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

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