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Creating Email Templates in Web Portal

Email Templates allows organizations a way of saving time when you want to communicate with your customers. Building an email template for certain situations can save you time and effort when needing to correspond with your customers.  Good examples of this would be, newsletters, delays due to weather, or automated thank you letters.

To start you must sign into the web portal HERE.

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Next navigate to the Customer Relations section of the menu on the left hand side of the window and  open Emails and Letters.

Click on the +New Template button at the top of the screen to begin. 

 

The first thing you will have to decide when setting up a new email template is which Data Set you would like to use. Each Data Set has its own unique collection of fields or mail merge elements. These elements are brought together in different combinations for different data sets depending on who exactly the data set is intended to reach (customers with tickets for a specific event, members on a particular level, unrenewed package holders, etc.). Data Sets are not spelled out in detail during the template making process, but you can learn more about each Data Set the New Emails / Letter process. If you are not sure which data set will work best, you can access Emails / Letter with the red button seen above and find one with a description that best matches the kind of template you want to set up.

 

Creating a New Email Template

The first three fields on the template page are Subject, Attachment and Dataset for Insert Fields.

Subject will be the subject of this email once you use this template so pick something that evokes what you are trying to get across and would look good in and inbox (i.e. Members Only Invitation; November 2023 Newsletter, etc.). 

Attachment will allow you to include a file that may not work as part of the email subject matter but that you still want customer to receive as part of this communication. (i.e. season brochure, questionnaire, etc.). 

The Dataset for Insert Fields drop-down is where you pick which variables you would like to use while building your template but ALL may be selected if you are not yet sure which fields you will need.

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In the Email Design field you will find all of the tools for formatting and enhancing your template into something you will use again and again. Most of the options found here will be familiar and include alignment, bullet points, changing text size and color, and creating links or tables. Should some of those options not be available you need to expand the menu bar by clicking in the highlighted area on the three dots.

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Insert Field and Insert Snippet are going to do a lot of the heavy lifting for this template by pulling in dynamic information about customers and events. Insert Field is where you are going to find all the dynamic options we can pull information from so that Agile can fill in the blanks with customer and event details.

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Put the cursor anywhere in the letter body you want to add a field and then click the Insert Field button to launch the Agile Fields window. From here you will use the drop down menu to find the field you want to add to your email and hit OK to save. Snippets are a premade collection of text, images, and Fields which are added in much the same way

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Here you will see what a template may look like when it is ready to use. Click Save Changes on the bottom left when you are happy with your look. In the example template below, everything beneath "ATS Theatre Membership" was created as a snippet, so this same colorful block of text can be easily added to any future emails or templates.

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Using your Template

Now that you have created a template you will have a new option when you go to create a new Email / Letter. Going forward you will be able to select a Template when picking your Data Set for any email, or you can just leave that field blank to create one from scratch.

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