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Creating an Email Template

To further automate your Actionstep Practice Management workflows, administrators can create templates for common emails in each matter type. These templates can contain both static text and merge fields. Administrators can make these available to users on the "compose email" screen or associate them with workflow step changes.

 

Creating an Email Template

To create an email template:

  1. In Practice Management, go to Admin > Email & SMS. The Email & SMS page appears.
  2. In the Email Templates section, click Edit. The Email Templates page appears.
  3. Click New Template. The Create Email Template page appears.
  4. Optionally, to use another template as the basis for the template you are creating, click the Copy built-in template drop-down list and choose that template.
  5. Click the Template type drop-down list and choose the type of email you want to create.
  6. If you selected Matter Type Email in the previous step, click the Matter type drop-down list and choose the matter type the email template will be associated with.
  7. Enter a Template name. This name will appear in email template drop-down lists.
  8. Enter a Subject that will be used as the subject of the email template. You can use static text or merge fields to populate the subject line. (See Using Merge Fields in an Email Template (below) to learn more.)
  9. Enter the email message in the Message body editor. You can use ① the available tools in the editor to format the email message as well as enter ② static text or merge fields to customize the message.
  10. In the Additional Options section, choose from the following options:
    • Priority: Set the default priority this email will be sent with
    • Sensitivity: Set the default sensitivity this email will be sent with
    • Template status: If you set the status to disabled, this email template will not be available when composing an email
    • Email signatures: Toggle this option to on to append the user's email signature to this email when sending.
    • Read receipts: Toggle this option to on to request a read receipt when this email is viewed.
    • Delivery receipts: Toggle this option to on to request a delivery confirmation when this email is delivered.
  11. Click Save when you are finished. The template is created and made available to the type of workflow you assigned in Step 5 (above).

 

Using Merge Fields in an Email Template

Merge Fields are a simple way to automatically include data (like client or matter names) from your Actionstep system in your emails. (To learn more about merge fields, see Merge Fields Overview.)

Following is an example of how merge fields (which are marked using double square brackets) can be used to create an email message:

[[FullName|pt=Client_Organization]]

Hi [[FirstName|pt=Client_Primary_Contact]]

Hope you are doing well.

Kind regards,

[[PreferredName|pt=Current__user]]

FullName: This is the full name of the participant taken from the contact record. 

FirstName: This is the first name of the participant taken from their contact record. 

PreferredName: This is the preferred name of the participant taken from the contact record. (Note that this will only work if a preferred name has been entered in the contact record. Also note the double underscore "__" .) 

pt: This is the participant type. 

Note: View the full list of participant types by going to Admin > Additional settings >Participant Types. This will only work if a participant type has been attached to the matter that the email is connected to.

 

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