Creating and Using Email Templates

Templates are a great way to save time and ensure consistency when creating stakeholder emails. In this article, we will show you how to create templates and how to use them when building your emails.

Adding a New Template

Go to the Emails module from the top navigation bar. Click New Template from the left-hand menu.

On the form that loads, give your template a Title. This should reflect the emails that the template will be used for, such as a monthly newsletter. Next, you can use an existing template as a starting point for your new template, or select Blank to create a new template from scratch.

After selecting a title and a template, the Edit Template Content option will become available. Click this to load the Tractivity Email Builder. Build your template using the tools provided — you can find more information on the Email Builder's features and functions on the Tractivity Knowledge Base: Help Articles | Knowledge Base. Once you're happy with the template, close the Builder – your template's content will automatically be saved.

The Owner Teams option determines who can edit the template in the future. This defaults to two options: the currently logged-in user (yourself), and the "default team," which typically includes all Users in the current Project. Open the drop-down menu and check or uncheck the checkboxes to edit who has editing privileges.

Finally, if your system has multiple Projects, you can make this template available in any other Project you can currently access. Just check the checkbox by the Project or Projects you would like to share this template with.

Click Save once your template is complete. The next page, View Template, will display all the details you just entered, alongside a preview of your template.

Viewing Templates

Your email templates can all be found within the Emails module. Open this module from the top navigation bar and click All Templates from the left-hand menu.

All email templates available in this Project will be displayed. From here, you can:

• Preview the template by hovering your cursor over the eye icon
• Open the View Template page by clicking the template's name
• Edit the template by clicking Edit (depending on permissions)
• Remove the template by clicking Archive (depending on permissions)
• Filter and sort the templates by name and date of creation

Three templates will always be available: Blank, Demo Email, and Demo Event. These cannot be edited or removed; use the demo templates if you want assistance when building your initial emails.

Saving Emails as Templates

When creating a new email, you will have the option to save your email as a new template. This is available on Step 3 of the email creation process.

Create your new email — you can find guidance for this in the other Emails module articles in our Knowledge Base. On Step 3, after closing the Email Builder, you will see an option labelled Save as Template. Click this option, enter a name for your template, and then click Save – your template will now be created.