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.

Related articles

Comments

72 comments

Date Votes
  • Kris Corrigan

    Hi

    For a web opportunity email confirmation to be sent, when choosing the data source within the EZ writer template where is the email subject derived from.

    I have a confirmation that is sending the styling tag as the subject.

    Thanks

    Kris

    0 upvotes

  • Ryan G.

    Hi Kris,

    The email subject should be coming from the template its self. If this is not the behavior that you are experiencing, please open a ticket with our client care team for further assistance.

    Thanks!

    Ryan

    0 upvotes

  • Kris Corrigan

    Thanks Ryan

    What about the if you are using a EZ data source as the email, where is the subject derived for this?

    Kris

    0 upvotes

  • Welter Nadine

    Hello,

    Am I able to add a Weblink to an email template?

     

    Best regards

    Nadine

    0 upvotes

  • Dave Segasture

    Nadine:

    Yes you can.

    In the tool bar look for the "Insert Hyperlink" or "Insert Ungerboeck Image" options.

    Both allow you to create/insert a Hyperlink to a Webpage (Weblink) in the body copy of your Email Template.

    The "Insert Hyperlink" allows the creation of the Link as Text or Image and the "Insert Ungerboeck Image" allows the creation as an Image.

    Dave s.

    0 upvotes

  • Daniel Dickenson

    Hi, 

     

    Does anyone know of a way of using the wildcards to call Opportunity data without having to create a EZWriter template (instead of a Email/ Subject Template)? 

     

    Or can you create an EZWriter and then call that information through a Email/ Subject Template?

    0 upvotes

  • Sean Tame

    Hi Daniel,

    According to this post further up the discussion, the Opportunities Subject is still missing.

    https://supportcenter.ungerboeck.com/hc/en-us/articles/204567988/comments/360000940413

    1 upvotes

  • Chris Hunjas

    Anyone know of a way to inactivate or remove USI Defined email templates?

    0 upvotes

  • Dave Segasture

    Chris - a couple of quick questions - which specific Email Templates are involved and why do you want to inactivate or remove them? 

    If you are talking about Templates like Registration Confirmation, I believe those are actually hard-coded Crystal Reports which you cannot modify. 

    0 upvotes

  • Mike Johnson

    Coming in .97A:  A new tab/section, Template Documents, has been added to email templates.  This allows template documents to be linked to the template.  When the template is used, the linked documents will automatically be attached to the Send Email page.

    1 upvotes

  • Elisabeth Bollmann

    I just used the "send test email" functionality for an email template and somehow the text of the email body was not only in the email body but also attached as PDF, Word document and text file.

    Is this intended or is there a bug? We are on 30.98D

    0 upvotes

  • Mike Johnson

    This is working correctly.  The reason for the attachments is that it allows you to test the various merge processes in one step.

    0 upvotes

Please sign in to leave a comment.