What are email templates?
This feature allows you to edit the basic templates that Pipedrive provides, as well as add your own templates, by typing in the composer and saving these drafts as templates. The defining feature of templates is their reusability.
How do I create and manage templates?
To add and customize templates, you should go to the Email tab of your Pipedrive account and click on Compose > Choose template below the email subject.
Email templates can also be sent or edited from the Send email prompt of any detail view in their deals and contacts.
In addition to Pipedrive’s sample templates, you can create your own by typing an email in the composer and clicking “Choose templates” and “Save draft as a template.”
Clicking on the "Manage templates" button will allow you to edit any existing templates and adjust the order in which they appear in the template dropdown.
Besides text, you can enrich the body of the email with images, links, attachments, and merge fields - which can be auto-filled with the content for these fields for each record in Pipedrive.
How can I edit email template visibility?
Email templates are set for their company account - which means that these templates can be set as private (will only be available for the user who created them) or shared (will be available for all the users in the company account).
You can see this by checking the template name. If there’s a locked lock before the name, it means that the template is private, if it has an open lock, it means it’s shared.
Non-Admin users can only change templates that are created by them (shared or private). In case they want to edit a template that is created by someone else (and that is shared, that’s why they have access), the best way that you should suggest is to select it, make their changes in the email composer, and save it as a new template, so it will become their own template. Since they created this new template, they have access to all the edit settings.
What are the email template merge fields?
Email templates can include specific information associated with user’s deals, contacts, and organizations in order to automatically fill out specific field information when sending templated emails. Besides Pipedrive default fields, any custom fields in that Pipedrive account can also be inserted into emails and email templates - except for label fields and, at the moment, contact sync-created fields (job title, postal address, etc.).
For Pipedrive to provide contact person or organization field information, the email must be sent to an existing person or organization in the Pipedrive account. Similarly, for Pipedrive to provide correct deal field information, the email must be associated with an existing deal before the email is sent.
Email template fields can only work to fill in information about any item (contact, deal, etc.) if the information is populated in the item’s field. For example: if the “first name” field doesn’t have any information in the Contact Person, the email field won’t be able to populate this in the template.
If the contact person has multiple Deals linked to it and you need to have Deal fields populating in the template, the best way to make sure those populate is to send the email from the Deal’s details view.
Ensure that all required data fields, such as contact name or organization name, are populated in the Pipedrive records. Blank fields will result in placeholders not populating in the email template.
To use merge fields, you should:
Click on the “Insert field” button in the Send email promo, and select the Pipedrive field you wish to insert – like Name or Owner – to insert that value into the email.
Tip: If you are about to send an email that was draft a while ago, you should click on the “Update auto-filled values” option in the Insert fields dropdown to update any information that’s changed.
How are first and last names separated in email template merge fields?
When setting up the people contact name merge field in email templates, you will have the option to pull in:
Last name field
First name field
Full name field.
If you have more than just a first and last name for your people contacts, the merge fields system will split up the name field as follows:
The last word in the name will always be put into the last name field, and every word prior to the last word will be put into the first name field.
If there's only one word in the person's contact's name, it will be pulled into the first name field as well as into any full name fields.
Examples:
Contact name: Jenny Smith
First name: Jenny
Last name: Smith
Full name: Jenny SmithContact name: Jenny Julie Smith
First name: Jenny Julie
Last name: Smith
Full name: Jenny Julie SmithContact name: Jenny
First name: Jenny
Last name: (empty)
Full name: Jenny