How To Create an Email Template

When you create a Word letter within Expert Agent and then send it via email, the system assigns an Email Template to it.  This is the body of the email (the Word document becomes a PDF attachment).

The standard email body is:  

I have attached a letter that we have produced for you today. 

Regards 

[ negotiator_signature ]

[ negotiator_email ] 

[ negotiator_phone ]

This this feature, you can create unlimited amounts of email bodies that best suit the individual Word letters.  

To create an email template you will first need Template Editing rights.  You can see if you have these by going to the Template Grid (Right Click on any record -> Create a Letter).  If you have Edit, Clone, Delete in the left hand column you have Template Editing rights.  If you only have Clone you will need to speak to your Super User. 

On a property record Right Click -> Letters/Emails/SMS -> Create Letter/E-Mail/SMS.  

1) At the bottom of the Template Grid, select "New Template".  

2) Email Templates need to be the Template Format of HTML. 

3) Give the template a name.  (In this example I have used Price Change Email Template because I want to assign this template to my Word price change letter).  

4) The Template Type need to be "System".  

5) Click Next.  

6) Most of this page you can ignore and click "Edit Content" at the bottom.  

7) We have started the email by typing "Dear" in the body.  We need to start adding merge codes.  On the right hand side the merge codes are listed in sections.  Click on the black triangle next to Property Codes and scroll down.  

8) By left clicking on the Merge Code it will be inserted into the body of the email.  

9) Carry on writing your email using Merge Codes from the right hand side.  

10) to End the email I am going to use the General Code for Negotiator which will use the details of whichever Negotiator is creating the template.  Remember to use the scroll bar to find the right merge code.  

11) Left clicking on the merge code from the right will add it to the body of the email.  

At this point you could press the Save & Close button at the bottom and carry on below from Point 8 (below).  

If you wish to use an image as a footer or header in the email the steps below will explain how to do this.  

12) If you wish ti insert a header or footer the process is the same.  Click on the Image Manager icon.  

1) To uploaded from your local hard drive click on the Upload Button.  

2) Click on Select to go find your image from your local hard drive.  Then press the "Upload" button at the bottom.  

3) If your image is already uploaded to Expert Agent you can click on it from the left hand side.  

4) Click "Insert".  

5) Your image will be inserted into the template.  

6) Click Save & Close.  

7) Press the Save button here and your Email Template will be saved into the Template Grid.  

8) Back on to your Templates Grid, find the Template you wish to assign the Email Template to from the "Our Letters" tab.  

9) Click "Edit".  

10) From the Email Template section click on the drop down.  

11) Select your new template from the drop down.  

12) Press Save.  

Each time the Word Template of Price Change Letter is used and emailed, the Email Template you created will be assigned.