Administration - Email: Templates

Administration - Email: Templates

Email Templates Overview

You can use XPLAN to send one email to one client or multiple template emails to a variety of clients. You will gain more efficiency in your work if you use templates and code within those templates. This introduction will show you the main aspects of the email screens.

 

Accessing Email Templates

  1. Click on the XPLAN button
  2. Select Administration Functions
  3. Select Templates
  4. From the menu on the left-hand side, select Email Template:

    Screen_Shot_2018-10-24_at_9.22.51_AM.png

     
  5. Your Practice’s email templates will be displayed in the Email Templates panel:
    • Standard sample email templates will also be displayed 

      Screen_Shot_2018-10-24_at_9.24.42_AM.png

 

Creating an Email Template

​​​​Creating via Wizard

Understand how to create an email template using the Wizard option

To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016) 

 

Creating via Blank Template (HTML)

Now you can create a template and paste in the copied text that contains the coding into the new template.

To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016)

  1. Click on the Add button
  2. Select From a Blank HTML Template
  3. Click in the text box within the Contents tab and paste the text you just cut from Notepad (or create your content directly into the email editor if it is a new template)



    Enter the body of the email into the text box between the salutation and closing coding of the email.

  4. Owner - the user that created the template.
  5. Recipient Type - the template will only display for the selected type of entity.
  6. Dynamic Recipients - you can select dynamic recipients for the email when the Recipient
    Type is set to Client. (i.e. the clients adviser is always cc'd.)
  7. Type - used to classify email templates; Normal, Diary, Campaign or Task.
  8. Brief Description - used to name the email template. When sending an email using a template, this is the name that will be displayed.
  9. Subject - enter a subject for the email template. This can be edited before sending the email to the recipient.
  10. From Address - used to set the default sender email address. Tick the This Address Only checkbox to 'lock' the sender details and prevent users from changing the sender email address.
  11. Return Receipt - when ticked, a return receipt to be sent with the email.
  12. Also SMS Template - when ticked this allows the template to also be used for sending SMS
    emails.

 

Edit/Delete an Email Template

To edit or delete an email template:

  1. Follow steps 1 to 3 above for How to view your Practice’s email templates.
  2. To edit an email template:
    • Click on the Edit icon for the email template to be updated:

      Screen_Shot_2018-10-24_at_9.28.50_AM.png

    • Make your changes to the email template, as required.
    • Click Save.
  3. To delete an email template:
    • Click on the Delete icon for the email template to be deleted:

      Screen_Shot_2018-10-24_at_9.28.59_AM.png

    • Click OK to delete the email template (or Cancel to retain the email template).

 

Email Template Coding

The easiest way to add coding to your template is to copy it from an existing email template. Keep in mind that Xmerge (Word) coding is not compatible with sending emails.

Important: Due to the nature of Xplan's HTML email system, formatting can become an issue. Whenever you copy text to use in an Xplan email/template, you must always remove existing formatting from the text. The easiest way to do this is to use the Notepad application of your computer as it will strip the formatting. All you need to do is copy the relevant text into Notepad, then cut it out of Notepad to paste in the Xplan email editor:
  • Copy from Existing Template
  • Paste to Notepad
  • Cut from Notepad
  • Paste to New Template

To copy the existing template code:

  1. Select Email Template in the left menu.
  2. Click on the edit button for an existing template.



  3. Copy all the text in the Contents Tab, including the coding.
  4. Click Close.



  5. Paste the copied contents to Notepad to remove the formatting.
  6. Cut the contents from Notepad.

 

Email Syntax 

This can be used as a way of checking that the coding will work.

  1. Click on the Syntax Check button and a pop up screen will appear. Ensure there are no coding errors. Not will be notified of coding errors in the template with the wording: Content Error.
  2. Close the pop up screen.

Further information on Email Syntax here 

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