Email Templates

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. 

In this article: 

Create an Email Template

  1. Navigate to the Email and Merge Templates page and click Add. The Add Email/Subject Template window 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.
  2. 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.
  3. Click OK.
  4. 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 window.
  5. Select the Header tab.
  6. 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 mceclip0.png 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 mceclip1.png button to insert links to specific service order items. 
    • Insert Template: Click the mceclip0.png 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 mceclip2.png button to insert a link or image link.  Images saved to Account Template Documents can be selected to add.
  7. Select the Template Documents tab.
  8. 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 window are available for selection.
  9. Select the template document(s) for the attachment. Use Ctrl+Click or Shift+Click to select multiple template documents.
  10. Click Select.
  11. Select the Template Languages tab. Skip to step 15 if you do not use multiple languages.
  12. Click Add. The Add Template Language window opens.
  13. From the Language drop down, select the language for the template.
  14. Select the Copy Default Template Text check box to copy the template text into the email template for the new language. 
  15. Click Continue. The Template Language window opens.
  16. Enter the email template subject for the selected language into the Email Subject field.
  17. Enter the email template text for the selected language into the text box on the Header tab.
  18. Click OK.
  19. Select the Access tab.
  20. 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.
  21. Click OK.

Send a Test Email

Once you create an email template, you can send a test email:

  1. Click Send Test Email at the top of the Edit Email Template window. The Missing Parameters window opens.
  2. Select any values for the applicable wildcards, if needed.
  3. 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).
  4. 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:

  1. Navigate to the Email window and select the Additional Information tab. See Sending Emails for more information on accessing the Email window.
  2. 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. 
  3. 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.
  4. 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:

  1. Navigate to the Email and Merge Templates page and select the email template you want to copy.
  2. Right-click and select Copy. The Copy Email Template window opens.
  3. Enter a unique tag into the EZWriter Tag field.
  4. Enter the name of the email template into the Description field.
  5. Click OK. The Edit Email Template window opens with the information copied from the email template.
  6. Make any adjustments to the template.
  7. Click OK.

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Comments

72 comments

Date Votes
  • Carrie Spalding

    Hello everyone - at the moment there isn't an update.  It is currently on the road map, but there isn't a date attached to that. Should I hear otherwise I will be sure to update this thread.

    --Carrie

    0 upvotes

  • Carrie Spalding

    Wouter, unfortunately not at this time.

    --Carrie

    0 upvotes

  • Sean Tame

    Hi Carrie,

    I am again migrating a customer from v19 to v20 and I am again up to the part where I recreate the e-mail templates.  Again I cannot simply replicate the invoice e-mail template.

    Please advise how I can create:

    Dear *First Name - Invoice Contact*,

    Please find attached an invoice for *Description - Event*

     

    0 upvotes

  • Carrie Spalding

    Sean,

    I've passed your comments to Product Management.

    Thanks,

    --Carrie

    0 upvotes

  • Sean Tame

    Thanks Carrie, please also let them know I'm available any time to discuss it if needs be.

    0 upvotes

  • Kris Corrigan

    Hi 

    Can we not choose a template upon sending from the 'Send Email' as shown below.

    The 'Select Email Template' is available in the edit layout but this is not displayed in the email.

    Thanks

    Kris

    0 upvotes

  • Sean Tame

    Hi Kris,

    I believe that as this send e-mail is from the Global navigation, then there is no context for a template to be able to merge data from.  What sort of template did you have in mid for this functionality?  Does your template have merge fields?

    0 upvotes

  • Kris Corrigan

    Hi Sean

    The template is purely free text no merge fields needed, the 'Select Email Template' is available in the edit layout so surely it should feed through.

    Thanks

    Kris

    0 upvotes

  • Kaitlyn Batliner
    • Edited

    Hi Kris,

    Sean is correct. The 'Select Email Template' is hidden when going to the Send Email window from the global navigation bar because there is no context for a template to be able to merge data from.

    Have a great day!

    Kaitlyn Skubic

    Ungerboeck Quality Analyst

    0 upvotes

  • Nancy McCulley

    I cannot get a wildcard into the subject line of an email template in v20. Tried Shift +F2 (as recommended in post from Nov. 2015) but it does not work. Using the wildcard button on the toolbar opens a list of available wildcards but the selection goes into the body of the template, not the subject line.

    Nancy McCulley

    0 upvotes

  • Permanently deleted user

    Hi Nancy

    Should work, just checking that you have

    • Chosen a Subject (Events etc.)
    • Placed cursor in the Email Subject Field
    • Then use the Shift+F2 keys

    If all the above have been done, maybe post some screen shots here - or steps you are taking.

    0 upvotes

  • Nancy McCulley

    Unable to post screen shots, sorry. Not sure why I'm unable to copy & paste here.

    I followed steps above. Pressing Shift+F2 does nothing. I am able to get the Insert Field dialogue box to appear by pressing the Wildcard button, but after selecting a wildcard and clicking OK, the cursor jumps into the text area of the template. No wildcard inserts.

     

     

    0 upvotes

  • Kaitlyn Batliner

    Hi Nancy,

    I apologize for the difficulty here. I would recommend reaching out to Client Care and have them take a look.

    Thank you,

    Kaitlyn Batliner

    Ungerboeck Quality Analyst

    0 upvotes

  • Jodi Webb

    hi all,

    I thought there was a feature on V20 to convert a V19 email template to a V20 template. Does anyone know if I was dreaming this, or there is a way to do this?

    Thanks

    Jodi

    0 upvotes

  • Carrie Spalding

    Hi Jodi, unfortunately I don't believe this functionality exists and email templates would have to be recreated in v20.  

    Thanks,

    --Carrie

    0 upvotes

  • Kris Corrigan

    Hi

    Is there a way to lock the 'Send email as...' upon choosing a template this will change for our users and this has to be changed back to the original choice.

    Thanks

    Kris

    0 upvotes

  • Alex Weidenbenner

    Kris,

    We have logic built into which option the Send Email As “defaults” to.  When an email template is selected, I believe it changes over to “mass” mode.  This assumes that you want each recipient to get a personalized/individual email.  The other option is that you are sending group email.  So it sounds like there is no way to lock it but the behavior should be predictable if you know the rules.

    Thanks,

    Alex

    0 upvotes

  • Gavin Gilmartin

    Is there a wildcard field for the name of the user currently logged in? We want emails to be signed off with the user's name.

    0 upvotes

  • Theresa Gorman
    • Edited

    Gavin

    In the source list, there is one called 'Current User' wildcards within that are:

    Display Name

    Email

    ID

    0 upvotes

  • Gavin Gilmartin

    Perfect, thanks. 

    0 upvotes

  • Gavin Gilmartin

    I just tested it by sending it to myself but it displayed  *MM405_USER_NAME*, not my Display Name.

    0 upvotes

  • Sean Tame

    What subject would I select for an Opportunity Confirmation e-mail template?  Is there a subject of Opportunity?

    I have configured a COWF and would like to send an e-mail saying

    Dear *Opportunity Contact First Name*,

    Thanks for your enquiry of *Opportunity Description*.

    Please send $1m before *Opportunity Decision Date*.

    We are happy to confirm the below
    *UDF Text 1 Value*
    *UDF Date 5 value*


    Many thanks,
    *Opportunity Salesrep First Last Name*

     

    How would I do that?

    Thanks.

    0 upvotes

  • Dave Segasture

    Sean:

    To create an Email Template which would be accessible for a COWF configuration, I haven't found any limitations in regard to Subject.

    I would think you'd most typically use Activities, All Accounts, Events but I think nearly any Subject will be available.

    You would need to look at the Wildcards available for each Subject to find if any include the Fields you desire and you may need to revert to the actual EZWriter for some of the fields, such as the UDF's you specified.

    Dave S.

     

     

    0 upvotes

  • Sean Tame
    • Edited

    Thanks Dave,

    What I'm asking is what Subject (that is available in the Add Email & Merge template window) contains the Opportunity fields?  The data for the e-mail merge is going to be coming from the Opportunity (CR073) table itself. (Opportunity Description, Date, Opportunity Salesperson, Revenue etc.)  What subject are these available in?  I cannot find them in Activities, All Accounts, Events.

    I just think we are missing a subject here.

    If I have to use EZWriter, then would I have to create the entire e-mail in EZWriter or would I be able to use an EZWriter data source for the required values only?  I can't work out how to use EZWriter as the Subject/Merge Source for an e-mail template.

    Also wondering why we cannot use multiple sources (as Word Merge can) for e-mail templates.

    Thanks.

    0 upvotes

  • Dave Segasture

    Shane:

    I don't believe those fields are available in any of the Sources at this time. You might want to submit them as an Enhancement Suggestion and if they are available we should be able to add them to the appropriate Source/Subject.

    As for now, I think you will need to use EZWriter to produce your desired Email Template.

    If you need assistance with using the EZWriter in that way, reach out to Jessica Stearn to get a call booked with someone from our Solutions Team, who can assist.  

     

    0 upvotes

  • Melanie Alldis

    Hi,

    Is there a way to delete headings & subheadings from the Email & Merge Templates.  I have created a few that I need to delete but am unable to find them via the account or event templates, and am only able to add via the Email & Merge Templates.

    Thanks

    0 upvotes

  • John Padgett
    • Edited

    Melanie,

     

    Currently, there is no way to delete those headings. Add/Edit/Delete of Global Document Headings is being converted to v20 in v20.94. There's no targeted deadline defined for ad-hoc headings at this time. You can view the conversation around these changes at the following links:

    https://supportcenter.ungerboeck.com/hc/en-us/articles/204561558-Using-Document-Headings-on-Invoices

    https://supportcenter.ungerboeck.com/hc/en-us/community/posts/360014650873-Enhancement-Global-Document-Headings

    0 upvotes

  • Permanently deleted user

    Hi all,

    This may have already been mentioned earlier in the thread but is there anywhere to find a list of the wildcards?

    I ask because I'm currently trying to create a Purchase Order email template and the Subject field is greyed out, every time I click the wildcard I get a prompt "Please select a subject and try your request again" (See below).

    My workflow was purchase orders > reports >purchase order report > (in report viewer) attach to email > (additional information tab) select email template > (in this dropdown) add.


    Thanks,
    Asha

    0 upvotes

  • Sean Tame

    Hi Asha,

    What version are you on?  I have noticed that for some reason, now, when creating a new template, you get a Subject Pop Up, rather than just selecting it as a required field on the form.

    I'm not sure how you were able to create one without a subject?

    0 upvotes

  • Permanently deleted user

    Hi Sean,

    We're using V20.93E, the reason I believe I was able to proceed without a subject is because I clicked Add email template from within the purchase orders screen - there is no 'Purchasing' subject and therefore it couldn't auto-populate this field.

    If that makes sense?

    0 upvotes

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