Setting up email templates

You can use the embedded email editor to set up email templates to save time and effort. You must enable the embedded email editor in order to use it. For more information, see Configuring standard email.

  1. Click <My Profile> | Administration | Email and Documents | Email Templates.
  2. Click New.
  3. Enter a name in Template Name.
  4. To restrict the use of the template to a specific context, select an entity from For entity. If you select Person, the template is available only in the Person Communication screen. You can add merge fields in the template for this entity only. For example, to include the merge field "#pers_firstname#", you must select Person from For Entity.
  5. Select a From address. Your email address is the default value. Other options depend on what your System Administrator has configured and your permissions. If this field is set to None, the email comes from the user who's currently logged on.
  6. Type and format the email content.
    • To specify merge fields, ensure you select the entity to which the merge fields relate from For Entity.
    • You can include HTML content in the email body. For more information, see Groups in the User Guide.
    • To attach a global document, use the Search Select Advanced icons to locate the file, select the file and then click Upload attachment.
    • To attach a local file, click Browse, navigate to the file, and click Upload attachment.
    • To add an inline image, browse to the file and click Upload Inline Image. To do this, you must select Yes in <My Profile> | Administration | Email and Documents | Email Configuration | Send Email As HTML.
    • To remove an attachment, click Delete.
    • To format the content of the email, use the text editor buttons. For more information, see Using text editor buttons in the User Help.
    • If you insert or edit a table in your email template, you can resize the width of the table columns. Hover over the border of the column you want to resize. When the pointer becomes a double-headed arrow (Double-headed arrow), click and drag the border to resize the column width.
  7. Click Save. The new template is added to the list of available templates and is available for reuse. All the values and content you entered in the template, including attachments, are part of the template.