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How to Create/Edit an Email Template

Overview

StudioCloud provides email templates which can be used to quickly generate a personalized email for a client. This tutorial explains how to use the email template window.

How to Create/Edit Email Templates

  1. Go to the Settings component
  2. Click on the General Settings tab
  3. Click the Email Templates button
  4. In the email template window click the New Email Template button or edit the desired email template

Where Are Email Templates Used

  • Email templates can manually be selected from the send email window
  • Email templates can be associated with pipelines to have emails sent based on a specific pipeline stage.
  • Email templates are used with email CloudAlerts
  • Email templates can be used from the notify tab for clients, sessions, jobs, projects, or tasks.

How to Create An Email Template

  • Template Name
    • The template name is used only for your own personal reference to know which email template is which. The customer never sees the email template
  • Email Subject
    • The email subject is the email that will be sent to the customer. Fields are not supported in the email subject.
  • HTML Email Template
    • The html email template is the email that most customers will see.
  • Plain Text Email Template
    • A limited number of email providers do not support html emails. In addition, some smart phones display only the plain text email until the email is opened at which point they will display the html email. As such, StudioCloud recommends that you create both an html email and a plain text email.
  • Actions tab
    • The actions tab includes various options to add CloudForm Links to the email template or to add files from CloudStorage to the email template.
    • Email Account For Email Template
      • This option lets you set a specific email account to use for the email template.
    • Get CloudForms Web Link
      • This option provides a CloudForm link that can be copied and pasted into the email template
    • Get CloudForms Personalized Link
      • This option provides a personalized CloudForm link that can be copied and pasted into the email template. A personalized Cloudform link is a form that is locked into a specific client so that only that client is used for the CloudForm.
    • Access CloudStorage
      • This option lets you access items that have been added to CloudStorage. This is primarily used to get the online link for the item in CloudStorage so it can be added to the email template.
    • Upload Image/File
      • This option lets you select a file on your desktop and have it upload to Cloudstorage. It then provides you with the link for that item that you can use to add to the email template.
    • View Sample
      • This option opens a new window so you can see what the email template will look like with populated sample client details.
  • Fields
    • The fields tab includes fields that will automatically be replaced with the appropriate information when the emails are created.

How To Add An Attachment Or Image To An Email Template

To add an attachment to an email template click the Upload Image/File button and select the desired file or image. It will then be uploaded to CloudStorage and it will provide a link to the file or image. If it is an attachment you can copy and paste the link into the HTML email template. If it is an image you can click the image button under the HTML Email Template tab and add the image link.  A screenshot with the image button highlighted is shown below.


How To Add A CloudForms Link to an Email Template

To add a cloudforms link to an email template do the following steps

  • Open an email template using the instructions on the top of this page
  • Click on the Get CloudForms Link button
  • Select the desired CloudForm
  • Paste the cloudform link into the desire location in the email template

How To Add A Personalized CloudForms Link to an Email Template

To add a personalized cloudforms link to an email template do the following steps

  • Open an email template using the instructions on the top of this page
  • Click on the Get Personalized CloudForms Link button
  • Select the desired CloudForm
  • Select the desired type of link
    • Custom HTML Link
      • This option will create a clickable link that has customizable text in the link.
    • HTML Link
      • This option will create a clickable link that has the link as the text in the link
    • Text Link
      • This option will create a non clickable link that is the text for the link. Some email providers will automatically make the link clickable.
        • For example, a link to StudioCloud.com would look like the following:
          • http://studiocloud.com/

What Is The Error Message "Template Fields Not Available"

Sometimes you might get an error telling you that some particular template field was not available.  For example, if a template includes event and invoice information and you are generating the template from a client that does not have any events or invoices. In those situations StudioCloud will replace the template field with a blank template.