Email Templates Overview

About

Email templates allow users to create a layout for emails that can be utilized repeatedly. Templates are useful for communications such as newsletters or any email that requires the same layout every time it's sent.

Prior to creating and sending emails, users should configure their email settings.

How Does it Work?

An email template is a customized layout for content within an email that can be reused for multiple emails as applicable. Templates are created via the Designer Tool and once they are created, they are available within the Template step of the Designer tool to select when creating and email.

Create an Email Template

Navigate to Emails located via the objects on the left side of Insightly Marketing. Click the Email Templates button to change the view from emails to templates.

To create a new email template, click the New Email Template button in the upper right.

The Add New Email Template popup will appear where template details, type, and permissions can be applied:

Field	Details
Template Name	Enter a unique name for the email template.
Folder	Assign the email template to a folder. Efficient categorization ensures that they are easy to locate.
Subject Line	Enter a subject line for the email template. Clicking the information bubble in this field will present the ability to use Merge Tags to add specific information from the Prospects record to the subject line. If a Merge Tag is selected that is blank on the Prospect record, nothing will be added to the subject line for the selected Merge Tag.
Preview Text	Enter preview text for the email template. This text will appear in the preview of the email (that the template is applied to) next to the subject in the Prospect’s inbox. Clicking the information bubble in this field will present the ability to use Merge Tags to add specific information from the Prospects record to the preview text. If a Merge Tag is selected that is blank on the Prospect record, nothing will be added to the subject line for the selected Merge Tag.
From	Select a user from the drop-down menu to display as who the email (that the template is applied to) is from.
From Fallback	If the original sender becomes unavailable for contact, a fallback sender can be selected.
Custom Reply To	When enabled, an email address can be entered that recipients of the email (that the template is applied to) being created can use to contact a specific person.
Template Type	The checkboxes in this section indicate what types of emails the template can be used for. For example, if an email template is being created specifically for a Journey related email, the Customer Journey Emails checkbox needs to be enabled for the template to be used in a Journey.
Permissions	Define the permissions for the email template.

When the email template details have been entered click Save. The next step in creating an email template is to design it. This step is where the Designer Tool is utilized, and the email template design can be customized.
- For information regarding using the Email Designer please read the Using the Designer Tool article.
- Made a mistake? No worries. Use the back button or version history feature at the bottom left-hand corner of the email template to undo or go back to a previous version of your email.

Email Template Actions

When editing or deleting a template these actions can be done via two different routes:

Route 1: Via the list view of email templates, the three dots menu on the far right of a template can be clicked and the applicable function can be chosen from the expanded list.

Route 2: Via the list view of email templates, a template record can be opened. Once opened, the Actions drop-down in the upper right corner can be clicked and the applicable function can be chosen from the expanded list.

Edit an Email Template

When editing an email template, there are two forms of editing that can occur. Users can choose to edit the template or the template design. When editing an email template that is utilized in a Journey step, the Journey will need to be paused and then restarted in order for the edits to apply.

To edit an email template, navigate to Emails via the objects on the left side of Insightly Marketing and click the Email Templates button in the upper right.
1. From the email template list view, locate the template that requires editing.
2. Click either the three dots menu to the far right of the email in the list view or click the Actions button in the upper right of the template record. From the available options, select either of the following as applicable:
  - Edit This Email Template: Selecting this option allows users to edit the details of a template.
  - Edit This Template Design: Selecting this option allows users to edit the design of a template.

Clone an Email Record

To clone an email template, navigate to Emails via the objects on the left side of Insightly Marketing and click the Email Templates button in the upper right.
1. From the email template list view, locate the template that requires editing.
2. Click either the three dots menu to the far right of the email in the list view or click the Actions button in the upper right of the template record. From the available options, select Clone This Email Template.

Preview an Email Template

To clone an email template, navigate to Emails via the objects on the left side of Insightly Marketing and click the Email Templates button in the upper right.
1. From the email template list view, locate the template that requires editing.
2. Click either the three dots menu to the far right of the template in the list view or click the Actions button in the upper right of the template record. From the available options, select Clone This Email Template.

Change the Record Owner of an Email Template

To change the record owner of an email template, navigate to Emails via the objects on the left side of Insightly Marketing and click the Email Templates button in the upper right.
1. From the email template list view, locate the template that requires a new owner.
2. Click either the three dots menu to the far right of the template in the list view or click the Actions button in the upper right of the template record. From the available options, select Change Record Owner.
  1. Select the applicable new owner from the drop-down and click Change Owner.

Delete an Email Template

NOTE: Once an email template is deleted it cannot be recovered and it will not appear in the recycle bin.

To delete an email template, navigate to Emails via the sections on the left side of Insightly Marketing and click the Email Templates button in the upper right.
1. From the email template list view, locate the template that requires deleting.
2. Click either the three dots menu to the far right of the email in the list view or click the Actions button in the upper right of the template record. From the available options Delete This Email Template.

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