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Templates

Templates are stock emails, letters, and to-dos that you plan to use on a regular basis. They keep you from having to write the same thing over and over again, and are really useful for mass mailings or for use in Communication Plans.

Variables

Email and letter templates both make use of variables. Variables let you automatically insert the prefixes, names, and titles of the people receiving or sending the email. Say you're sending out an email to 175 donors: using variables, each of those letters can be addressed to Mr. James Tenhouse or Dr. Penelope deRayoux instead of Generous Donor. In the template body they appear as a kind of code—{!RECIPIENT_PREFIX!}—which Populi swaps out for the recipient/sender information when you send the email or letter.

To use variables:

  1. While composing your email or letter template, click the Variables drop-down.
  2. Select the variable you want to include. Variables are focused on either the sender or recipient of the letter.
  3. Click Insert. You'll see the variable code—{!SENDER_FIRST_NAME!} or some such thing—appear in the body of the template.
  4. Punctuate as normal around a variable—so, make sure to include spaces before and after, etc.
  5. Make sure not to alter the variable! If you change it at all, it won't work—and you'll get an ugly bit of code splattered in the middle of your email or letter when you send it.

Email and Letter Templates

Email and letter templates share most of the same functions.

  • Use the drop-down to see templates for all of your roles only those for particular roles.
  • Click read more or the template's name to see the entire template (where you can also edit it).
  • Click   to use the template, edit it, or delete it (provided it's not used in a communication plan).

To add a new template:

  1. Click Add Email Template or Add Letter Template.
  2. Give the template a name. The name is strictly for internal use, so it can be as jargon-y or technical or weird or upsetting or outlandish as you like.
    • Email templates offer you three more options: Reply-to addresses, a subject line, and files to include as attachments when you use the template.
    • Letter templates ask you to select a layout. This is the standard page layout you use to print this letter (you can change it whenever you use the template).
  3. Compose the body in the text editor. Use variables and the text format options to your heart's content. You can customize the body when you use the template.
  4. Select the roles to which this template will be available (you can only select roles you have). If you don't select any roles, the template will be available for use by anyone with the Staff role.
  5. When you're done, click Save.

Now that you've created the template, it's ready to use. There are a few ways you can do so:

  • Click   and select Use template.
  • Include it in a communication plan.
  • When composing an email or using a mailing list, select the template from the drop-down above the text area. This does not include the reply-to address.
  • Go to a and click Send Email or Compose letter. Select the template and take it from there.

To-do Templates

To-do templates are meant for inclusion in communication plans, which are then applied to individual contacts. Depending on how the communication plan is set up, the to-do is then assigned to a particular person (the plan recipient, the sender, or someone else).

To add a to-do template:

  1. Click the giant yellow fish-shaped button. No, wait—click Add a To-Do Template.
  2. Enter the name of the task.
  3. Select the roles to which this template will be available (you can only select roles you have). If you don't select any roles, the template will be available for use by anyone with the Staff role.
  4. When you're done, click Save.

Now that you've added the template, you can include it in a communication plan. Click   to edit it or delete it (provided it's not used in a communication plan).

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14 Comments

  • 0
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    Sherry Mahon

    Where do you put in the information about the person's title so it can be added to the email automatically?  I went to my profile and did that but when I resent the email template there still was not title.

  • 0
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    Brendan O'Donnell

    Sherry,

    You would need to use {!SENDER_TITLE!}...

  • 1
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    Joshua Chalmers

    How do I make my email template private? I want to be the only one that can see it, but currently everyone does.

  • 0
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    Brendan O'Donnell

    Joshua,

    The Templates in Communications are available to everyone with the Staff Role—there are no privacy settings at this time. However, please add this idea to our Feature Request Forum so we can consider it for development.

  • 0
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    Kurtis Habecker

    Is there any way to delete a letter template? I've been experimenting and need to delete what I've been working on.

  • 0
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    Brendan O'Donnell

    Kurtis,

    If you haven't yet used a Letter Template, you can delete it. Otherwise, you can't—especially if it's included in a Communications Plan or is in someone's Activity Feed. You could edit the letter template into something useful (which won't affect the history)...

  • 0
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    Kurtis Habecker

    How do I do indentation in a letter template? I've tried adding large numbers of spaces and they do get saved to the database but they only show up when I edit the template. In the actual output multiple spaces are replaced by a single space.

  • 0
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    Brendan O'Donnell

    There's no way to do indentation in a letter template right now. Indents are all but nonexistent in web-based text, and there isn't a simple way to implement it in our web-based text editor.

  • 0
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    Amy Kozlek

    Is there a way to include attachments/form from Word into the email templates?

  • 0
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    Brendan O'Donnell

    Amy,

    There isn't at this time, but here's an active Feature Request on the subject: https://support.populiweb.com/entries/436101-attach-files-to-e-mail-template

    Please throw in your two cents and vote for it!

  • 0
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    Steve Adamson

    How do I add our school logo image at the top of the email?

  • 0
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    Marissa Aust

    We are trying to add text to a receipt for a student using the custom page layout. Is there a way to do this? If not, there should be.

  • 0
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    Nora Keeling

    How do I insert our logo into an email template? I have tried but been unsuccessful thus far.

  • 0
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    Wilhelm Mauch

    Where can I edit a person's title?

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