Email Templates allow you to customize the message and subject line that go out when you send a document via Prism (Send Offer, Send Advance, Send Settlement, Send Contract, Send Invoice, Send Itinerary).
Email Templates also have the ability to automatically pull in event-specific or deal-specific information using "Data Chips". Learn more about Data Chips below!
Creating Email Templates
To manage Email Templates go to Settings via the icon with your initials in the bottom left corner of Prism > Settings > Templates tab > Email Templates.
Note that templates are only accessible to admins and users that have been granted permission to "View/Edit Templates" as part of a global role.
Once on the Email Templates page, you can preview the Prism default templates that are pre-built into the app. The Prism default templates are representations of the default text Prism has always used for sending these emails before we built the email templates feature. They are not editable, but can serve as inspiration for your own!
To change the default template for a Prism email, you must first create a new template.
Create a New Email Template
Click "Create Email Template"
Choose a template Type from the dropdown (Offer, Contract, Advance, Settlement, Invoice, Itinerary)
Set the email template as a default by turning the toggle on. With the "Default" toggle on, any new emails of this type (e.g. Send Contract) will use this template. Note that you'll still have the option to choose a different template and/or update the text before sending any given email.
Give the template a Name that will be easy to identify internally
Add an optional Description (internal-only)
Select any Contacts in the recipient list drop downs.
Choosing from the "Event Roles" section will pull in any contacts with the selected Role that are listed on the event into that recipient line on the event.
For Agencies, choosing from the "Artist Roles" section will pull in any contacts with the selected Role that are associated with that artist on the artist roster contact tab into that recipient line on the event. This is helpful for sending documents to an artist team.
Enter the Subject for the Subject line of the email
Customize the Message for the email body
Once finalized, hit "Save". The new Template will appear in the list of Email Templates and will also be an option in the Email Template dropdown any time you send an email from Prism.
Using Data Chips
Data Chips will autofill sections of emails based on relevant details already entered in Prism to save you time!
Use Data Chips in the Subject and Message fields of templates to automatically retrieve event or deal details like Artist Name, Venue City, On Sale Date, Tickets Sold, etc.
To add a Data Chip, simply type the [ symbol and start typing to search for a certain field. Based on the search, Prism will generate a list of relevant data points to choose from. Data Chips will appear in purple in the templates, but once the template is applied an an event, you can look over a preview of the email itself before sending it.
Sending Emails using Email Templates
To send an offer, settlement, or contract email, click the three dot menu next to the green button and choose the "Send" option.
To send an advance, click on the mail icon in the top right corner of the advance tab.
To send an itinerary, invoice, or receipt, toggle on "Share via email".
Next, select a template from the "Email Template" dropdown. Once a default template is set or applied to a particular email, you have the ability to preview and edit any of the text in the Subject Line or Message fields before sending it out.
Send the Email Template and see it in action! You will always be cc'ed on emails you send from Prism.
If you have any questions, contact support@prism.fm!