Most of the time, your main source of communication will be through emails, so it's important to have your email templates set up correctly. To start building out your email templates, go to the hammer icon and click on Templates.
Find and click on the Add New button and give the email template a name.
This will add it to the right side where you can click on Edit to open the content of the email template. This also applies to any existing email template that you need to make edits to.
Step 1:
Your first section is the title of the email template. You can change this if you need to.
Step 2:
The next row is for who the email will be sent to. This is going to go off of the contact roles rather than an actual contact's email address.
You can add contact roles in the To:, Cc:, and Bcc: fields.
Step 3:
Next is the subject line which includes the option for merge fields. This allows some of the information to auto-populated so you don't have to worry about updating the subject each time you use the template. To add a merge field, click on the circle with the three lines on the right side of the subject line.
Step 4:
If you are copying the email content from another source, you will first want to run the text through TextCleanr.com. This will remove any formatting that exists within the text so it pastes onto the email template correctly.
If you are uploading any images into the editor, you may need to resize them before adding them to the email. The email editor only allows for scaling images, not resizing them.
Step 5:
The option to use merge fields and smart blocks in the body of the email is to the right of Edit, View, Insert, etc. You can also use the editing tools available on the editor bar to build out your email content. Here are your options:
Text Color & Background Color
Bold, Italic, Underline, Strikethrough
Insert/Edit Link, Insert/Edit Image, Blockquote
Alignment, Bullet List, Numbered List
Emojis
Clear Formatting
Smart Block
Source Code
Please Note:
If you are using software or a browser extension for grammar and spelling such as Grammarly, the in-system spell checker will not work. You can disable the software or extension if you would rather use the in-system spell checker.
Step 6:
After you finish editing the body of the email, it's time to add any Property File(s) based on the file role they have assigned to them. This will automatically upload the file that is tied to that file role when composing an email.
Step 7:
If you do not need one of the files, you can click on the trash icon to remove it from the email template.
Step 8:
You also have the option to attach any file in your file storage in Open To Close or to upload an attachment to the email template.
A good rule for when to use the file storage versus a file role is if the document stays the same across every transaction. If it doesn't change, it makes sense to add it to the file storage. For any document that changes from transaction to transaction, file roles are the way to go.
All of your work is saved while you are working on the template, so once you are done, scroll to the top and click on Close.
Continue building out any emails you can think of that are part of a transaction, even if it's something that only happens every now and then.
If you have additional questions about email templates, be sure to reach out to us at help@opentoclose.com. We're always happy to help!