E-mail templates management

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You will probably need to manage and set up e-mail templates.
This article will detail good practice and useful procedures for setting them up.

Create/edit an e-mail template

Steps

  1. Go to Setup.

  2. Type template in the search bar.

  3. Click on Classic Email Templates.


  1. Click on Create New Folder


  1. Name it (examples: Billing, Dunning, Quotation...) and configure it.

  2. Save.

  1. Create the template by clicking on New template button.

    You can also edit an email template by simply clicking Edit next to the name of the email template.

  2. Follow the wizard according to your wishes/needs, for the example we choose a text template

  1. Check the Available For Use box, give a name to your message template (example: send invoice, send quotation, reminder...) and finish configuring your template
  2. Save


How to use e-mail templates

Via the Invoices list view

You can find and send your e-mail templates via your invoice list view:

Steps

  1. Go to the Invoices tab
  2. Select the invoices you wish to send with your e-mail template
  3. Click on Send invoices

  1. Check the e-mail addresses of the contacts linked to all the invoices Please beware: if an e-mail address is missing, the rest of the procedure will be interrupted.

  2. Select the correct Sender email address


Important: You can change the sender's e-mail address to an organisation-wide e-mail address, read this Salesforce article.

  1. Select the folder where your email template you want to use is located

  2. Select the correct e-mail template. It is displayed at the bottom of the page.

  3. Confirm.




And that's it, the invoices and emails are sent!

Via the invoice directly

You can also find your model via your invoice directly if you need to do case by case.

There are two methods:

By the Create PDF button

Steps

  1. Go to the invoice you wish to send with your e-mail template
  2. Click on Create PDF

  1. Click on Save and send by e-mail

  2. Check the information on your invoice (and the name of the contact person to whom the invoice should be sent)

  3. Confirm.
  4. Check the contact (and if necessary add recipients)
  5. Click on Select a template

  1. Select the folder
  2. Select the right e-mail template
  3. Click on Ok

  1. Check that your template and invoice information is correct

  2. Send.

By creating an Activity

Steps

  1. Go to the invoice you wish to send with your e-mail template
  2. Click on Activity
  3. Click on Compose

  1. Check the sender's address (you can choose it)

  2. Check or add the recipient's e-mail address

  1. Click on the icon Insert, create or update a template

  1. Select a recently used template.
  2. If your template does not appear, click on Insert a template...

  1. Choose the category of e-mail templates (Classic)

  2. Choose your folder (in which you have created your e-mail template)

  3. Click on your template


  1. A warning message appears. This only warns you that the template you have selected replaces the e-mail already in the activity window. You can then click on Insert.
  1. Once you have checked all the information in your e-mail, you can click on Send.



Via the quotation directly

You can also go through the Quotation directly via the activity. Just click on the Quotation you are interested in and follow the same procedure as for the invoice, by creating an activity.

Via an automation

In Frisbii, it is also possible to create an automation to send your templates automatically.
Please find more information here.

Email template management

Email templates inherit the share of the folder in which they are located.
Each user can edit their own private templates and any public templates they own.
Users must have the Manage Public Lightning email templates permission to create, edit, and delete public templates. Users with this permission, as well as users with the Edit All Data or System Administration Profile permission, can edit and delete all public templates, including those they do not own.

Read more here: Salesforce procedure

Considerations to be taken into account

Before implementing private and public email templates in Lightning Experience, you should review these considerations.

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