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Email Templates

Create email templates to use when sending an email from a record or when sending batch emails.

The ability to send batch emails from GivingData and the ability to use email templates are available with the Pro and Enterprise subscriptions.

Create email templates in your GivingData site to save time when drafting emails to applicants and grantees. Email templates can be used when sending an email from a record to one or more recipients, and when sending batch emails. The content of an email template can be edited before the email is sent.

Before creating email templates, contact records and roles must be added to the site. Refer to Contacts for more details.

A user needs the Manage Email Templates permission enabled to add and edit email templates.

  1. Click the gear icon in the quick navigation menu.
  2. Click Email Templates.
    Email Templates option

  3. Click Add New, and then select the record type this template will be primarily associated with.
    1. Email templates with the Contacts record type selected cannot be used for sending batch emails.Record Type options

  4. Complete the fields, and then click Save.
    1. Email Template Name - Enter a descriptive name for the email template, which will appear in the dropdown for selection when sending an email.
    2. To - Select one or more contact roles and/or staff members as the default main recipients.
    3. CC - Select one or more contact roles and/or staff members as the default CC recipients.
    4. Subject - Enter a default email subject.
    5. Message - Enter the default email message body. 
      1. A rich text editor is available. Click the three dots icon to view all editing options. 
      2. Click Insert Field to add merge fields to populate data from records in the site. The available merge fields depend upon the selected record type for the email template.Save button

Existing email templates can be edited using the pencil icon, deleted using the trash can icon, and dragged and dropped into a different order in the list.