Email templates with reusable text can be created to streamline your email communications. You can also use wildcards and EZWriter tags to insert information relating to a particular account, contact or event into the email. These can be used throughout Momentus Enterprise where there is Send Email functionality. Email templates are often used for bulk or recurring emails, rather than one time communications.
Create an Email Template
- From the Main Menu search and select Email and Merge Templates. The Email and Merge Templates page opens.
- Click Add. The Add Email/Subject Template page opens along with the Subjects window. If there is a template which already exists similar to the one you are creating, you can also copy an existing template and modify it.
- From the Subject dropdown, select the subject for the email template. A subject is the area of Enterprise the information for the email is pulled from, such as Event, All Accounts or Membership.
- Click OK.
- Enter the necessary information:
- Description - Name of the template which displays when selecting the Email Template on the template field in the Email window.
- Detail Subject - Additional subject which can be included in the body of the email template. Only available for related subjects. For example, allows you to include Event Booking information in the body of an Event subject email.
- Heading - Heading to assign to the email template.
- Email Subject - Email subject which appears in the subject line of the email when it is sent. You can use wildcards in the Email Subject field by pressing Shift + F2.
- EZWriter Tag - Unique tag for the EZWriter subject. You can use the EZWriter subject as a wildcard to embed one email template inside another. For example, a listing of bookings within the event confirmation email. It is recommended to use something that helps identify the subject, such as "THANK_YOU" or "CONTRACT_REVISIONS".
- Active - If checked, the email template is available for selection on the Email screen.
- Select the Header tab.
- Enter the text of the email. There are additional features available when adding content:
- Formatting - Formatting features allow for the selection of font style and size, underlining, bolding, etc.
- Wildcard Fields - Click the
button to insert a wildcard into the email template. Wildcards allow field values to replace the wildcards when the email template is used. For example, you can use the *Description* wildcard to insert the event description into the email template. The fields available for use as wildcards depends upon the selected subject.
- Link to Order Item(s) - Click the
button to insert links to specific service order items.
- Insert Template - Click the
button to embed an existing email template into a new email template. You may use this when you want to reuse a specific design or structure.
- Insert Momentus Link - Click the
button to insert a link or image link. Images saved to Account Template Documents can be selected to add.
- Select the Template Documents tab.
- Click Add to add template documents as attachments to the email template. The Advanced Search - Template Documents window opens. Documents from the Account and Event Template Documents screen are available for selection.
- Select the template document(s) for the attachment. Use Ctrl+Click or Shift+Click to select multiple template documents.
- Click Select.
- Select the Template Languages tab. Skip to step 15 if you do not use multiple languages.
- Click Add. The Add Template Language window opens.
- From the Language drop down, select the language for the template.
- Select the Copy Default Template Text check box to copy the template text into the email template for the new language.
- Click Continue. The Template Language window opens.
- Enter the email template subject for the selected language into the Email Subject field.
- Enter the email template text for the selected language into the text box on the Header tab.
- Click OK.
- Select the Access tab.
- Select the desired access for the email template:
- Only Me - Only the user creating the template is able to use the template.
- Everyone - All users can use the template.
- Users and Roles - Only the selected users and roles are able to use the email template.
- Click OK.
Send a Test Email
Once you create an email template, you can send a test email:
- Click Send Test Email at the top of the Edit Email Template page. The Missing Parameters window opens.
- Select any values for the applicable wildcards, if needed.
- Enter the email address to receive the test email in the Send To Email Address field. The email field will default to your email address (if you are the one logged in).
- Click OK.
Send an Email Using an Email Template
Email templates can be sent to an individual or multiple people at once. To send an email using an email template:
- Navigate to the Email screen. See Sending Emails for more information on accessing the Email screen.
- Select the Additional Information tab.
- Select the email template to use from the Select Email Template drop-down. The prompt displays confirming the template text overwrites any text already written. Only email templates with subjects in the same area you are in are available. For instance, if you are in an account or contact page, you can only send email templates which have been created under the subject for All Accounts.
- Click Yes to confirm. The email subject and email body are updated with the email template information. EZWriter tags and wildcards are not replaced until the email is sent. Use the Preview Email button to verify the information in the email is correct before sending.
- Click Send. The email is sent and any applicable wildcards and EZWriter tags are replaced with the proper information.
Copy an Email Template
If there are existing email templates which are similar to an email template you are creating, you can copy the existing email template and make any required adjustments. To copy an email template:
- From the Main Menu, search and select Email and Merge Templates. The Email and Merge Templates page opens.
- Select the email template you want to copy.
- Right-click and select Copy. The Copy Email Template window opens.
- Enter a unique tag into the EZWriter Tag field.
- Enter the name of the email template into the Description field.
- Click OK. The Edit Email Template window opens with the information copied from the email template.
- Make any adjustments to the template.
- Click OK.
Comments
72 comments
What subject would I select for an Invoice Email template?
I am trying to re-write a v19 e-mail template that came from the Event Template Folder. It contains merge codes for the recipient First Name and also the Event Description and Start Date. The only subject I can see at present is Invoice Detail but this does not seem to have the right fields available.
Thanks.
0 upvotes
Sean,
Technically any subject should work as the system prompts for missing parameters. Can you provide me with your workflow? Knowing the steps you take to get to the Send Email window will help us validate what will and won't work without prompting.
Thanks!
--Carrie
0 upvotes
Hi Carrie,
I want to replicate the e-mail template that is used when e-mailing invoices. Steps are:
1) Invoice Events
2) Highlight closed order
3) Invoice - select create and send via e-mail
4) Select E-mail template in the Email window.
I should need any prompts as the orders will already have a Bill-to account, Bill-to contact and Event associated.
0 upvotes
Sean,
I have emailed you a response on this. It appears it will require an enhancement request.
Thank you,
Carrie
0 upvotes
I find it difficult as well to determine which subject to use. For example, I want to to go Registration ORder Items, select the registrant and send an email to display the registrant name, function description, function location, function start/end date and function start/end time.
1 upvotes
I can't put a wildcard into the Email Subject field.
0 upvotes
Lori,
A member of the Client Service team will be happy to help you with your subject question - please give them a call.
R.C. - Use Shift + F2 in the subject line to open the Insert Wildcard field.
Thank you!
--Carrie
0 upvotes
Is there any likelihood of being able to add attachments to an email template in the future?? Ie Payment forms.
0 upvotes
Hi Kieron, while that sounds like a desirable feature, have you considered adding a hyperlink? Depending on the size of the attachment this could be hugely beneficial.
0 upvotes
Hi Kieron!
Yes, we are intending to add this functionality, unfortunately we don't have a timeline for that addition.
Thanks,
Carrie
0 upvotes
Is it possible to attach Word documents to email templates?
Cheers, Nikki
0 upvotes
Nikki,
When creating or editing a template it is not possible to attach documents. However, after selecting your email addresses, in the Email window, you may then add attachments. I've included this information in the article to clear up any future confusion.
--Carrie
0 upvotes
This is a common requirement. The e-mail template may be something like, "Please see attached map of our venue..." etc. If this functionality could be included it would save a lot of embarrassment when e-mails are sent without the attachment.
0 upvotes
I agree with Sean. It should be core functionality to be able to attach forms to an email template.
I will submit an enhancement request for this.
Regards, Nikki
0 upvotes
A work-around I have used is to host the content on a web server and include a hyperlink in the e-mail but the attachment is also needed in many cases.
0 upvotes
I have an email template I wish to use for outgoing Statements,this is setup in email merge templates like all our usual ones from V20, however when I get the V19 statement window and email there is nothing in the drop down for Template. Where do I look at editing those?
0 upvotes
Kieron, I've spoken to Client Care about your situation.
In v20 and v19 the templates are different, and need to be set up in their respective versions. You would set these up in the Event template folder in v19 or Account Template folder, depending.
However, it may be good for you to submit a ticket so they can look at this more closely and give you a definite answer.
Thank you,
Carrie
0 upvotes
Can we insert an image in a word document based upon a data source of a sales manager
0 upvotes
Kris, I'm sorry, can you provide more information on what you're trying to do? I'm not sure I understand your question.
Thank you!
--Carrie
0 upvotes
Hi Kris,
Are you trying to add a signature image to your letters/merge docs?
I'd like to do that too.
I think it would be great to have a standard DB field on User/Personnel accounts to store a signature image. You could perhaps use the logo field but a specific one for signature would be nice. Then have this available for merging.
0 upvotes
Hi Sean/Carrie
When we complete a proposal we pull the information from EBMS via a wildcard i.e. sales manager, contact number etc, we also include a photo of the sales manager and would like to have the photo of each sales manager on the proposal based on who this is when pulled from a template in EBMS.
E.g. Sales Manager: Kris Corrigan would pull my pic, Sales Manager Dan Birtles would pull Dan's pic.
Thanks
Kris
0 upvotes
Hi Carrie,
Have we progressed at all with getting v20 e-mail templates to do what we could do in v19 with regards to the Invoice send e-mail template?
You responded to my post of
Also, when creating Word merges, we can select from as many Subjects as we require, but with E-mails we seem restricted to only one subject. I would like to send an e-mail from contracts but if I select that as the subject, I get next to no event fields available. If I select Events, I of course do not have access to any contract fields. Can this also be looked at?
Thanks.
0 upvotes
Kris,
We currently don’t have the ability to pull this as a wildcard, but I have made Product Management aware of your request.
--Carrie
0 upvotes
Sean, I've passed on your request to Product Management. If I'm given any more info I will update this post.
Thanks,
Carrie
0 upvotes
Hi Carrie
Is there any update on the attachment functionality? Will this be included soon?
Cheers
0 upvotes
The ability to e-mail invoices with event merge fields as we could in v19 is one thing that is really being missed at present.
0 upvotes
Hi All
I am also now trying to covert V19 invoice email templates to V20 email templates and have just come across this problem. V20 not being able to do what V19 did i.e missing wildcards/merge fields etc.
Sean & Carrie is there any update on this since September?
0 upvotes
Just so you know we aren't ignoring you - I am waiting on an answer to your update requests! I will get back to you as soon as I hear!
--Carrie
0 upvotes
Hi Chelsea,
We were successful in getting more event fields into the contracts subject but for some reason in 20.9 we are still not able to use the Invoices (75) subject in Merge Templates.
0 upvotes
Hello,
Is there any update on when the possibility of adding an attachment to an e-mail template will be implemented?
- Wouter
0 upvotes
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