Email templates are a great way to save time, especially when you use contact roles with them. In this article, we'll go over adding contact roles one at a time to an email template or mass updating a group of templates with contact roles.

Adding Individual Contact Roles

Once you have your email template created, click on the Edit option to go into the actual template.

Image shows an email template card with the title of the email template at the top. Below that is Edit | Delete. Arrow points to Edit.

Below the title, you will see a row with To:, Cc:, and Bcc:. Each of these represents a field where a contact role can be added to. When you use the email template on a transaction, it will pull the information into that section based on the contact role.

For example, if you have the Buyer contact role in the To: field, it will pull the Buyer contact role's email address into the email automatically once the email template has been applied.

Image shows the outline of the email template with Close at the top, Template name next, and To:, Cc:, and Bcc:, in a row below that.

Mass Updating Contact Roles

If you need to update multiple email templates to either add or remove a contact role in any of the To:, Cc:, or Bcc: fields, you can do this by clicking on the Clone & Modify Options box.

Image shows the Clone & Modify Options to the right of the email template cards, each having a check box to the left of Clone & Modify Options. In the row of options below and to the center of that, Contact Roles is the third from the left.

This will open a new window with all of the different contact roles you have in the system in the three different TO, CC, and BCC sections. You can select any of the contact roles in the Add or Remove column.

For example, if you select all email templates that should go to the Buyer contact role, you can add Buyer in the To: section. If you want to Cc or Bcc anyone on those buyer email templates, you can scroll down to those sections and add, or remove, any contact role.

Image shows the TO section with two columns; one for Add and another for Remove. To the right of Add or Remove, you have the All | None options for selecting contact roles for the To: field. Below Add or Remove is a list of contact roles in your account with check boxes to the left of each one.

Once you have the boxes checked for what you want to add and/or remove, scroll to the bottom and click on Set Contact Roles. This will update all of those email templates with the contact roles you added or removed.