This article describes how to create and customise Email Templates for use within Insight
Creating the Template
- Go to System > 'Emails
- Click New
- Name the template and click Create Email
**This name cannot be amended once the template has been created**
- This template is now saved in the templates list
Customise the Template
- To customise the template, left click on the template title
- The Filters section determines in which matters the template will appear in Document Production - check the box for relevant areas
- Keywords sort your templates into folders in the document production tab of your case enquiry screen
- To add a Keyword right click in the Keyword section
- Click Add
- Select the keyword from the drop down list available
- In the Settings area the Subject of the email can be edited. To edit this, click Launch Editor
- A new Subject can then be typed in, or merge fields can be dragged and dropped from the list in the Fields section
- The merge fields will pull through information specific to the matter
- In the example above, the Reference and Description of the matter have been dragged and dropped in from the merge fields
** The Reference has been put in square brackets as when 'Automatically Attach Incoming Emails to Matters' is on in 'Email Settings'. Any reply to an email sent using this template will save in that matters 'Matter Files' **
- Click Save to save the subject settings
- The new subject will be shown in the subject line
- Click Save in the top left of the screen to save the settings
- The Receiver box displays who the email will be sent to by default
**This can be changed at the point of sending the email - it will just prepopulate the 'To:' field**
- Either Client or Contact can be selected in this drop down
- If Contact is chosen, a relationship can be selected which will pull through that specific contact on the case
- For example: if you select Estate Agent, it will pull through the estate agent's email if they are a linked contact on the matter
**If there is more than one linked contact of the same relationship on a matter, it will not pull through those details, i.e. If there are two Estate Agents linked, the 'To:' field will remain blank**
- You can convert any attachments you add to PDF format
To choose how the email is saved in Matter Files, there are three options in the Save as File Name' drop down
Subject as Sent
When the email draft is created, the file name will use the email subject. After the email has been sent, if the user has changed the subject in Outlook, it will automatically be renamed to match the new subject
Subject as Generated
The filename of the email will match the subject of the email at the point of the draft being created. Any amendments to the subject of the email before it is sent will not impact the file name of the email when saved to the matter.
Template Name
When the email draft is created, the file name will use the email template name.
Attachments
To add an attachment to the email template left, click Add in the attachments section on the ribbon.
- This will bring up an Attachments box in the Settings section
- A prompt can be added which will appear when producing the email; the attachment can be automatically renamed once it is added, this attachment can be converted to a PDF, and if the Required box is ticked, an attachment must be added before the email will send
Editing The Content of the Email Template
- To edit the content of the email template, select the chosen template from the left hand side and left click Edit in Outlook on the ribbon at the top of the screen
- The template will open in Outlook
- The Subject has pulled through from Template Settings with the merge fields already incorporated
- On the right hand side, the Insight add in the window will also open
- Drag and drop the merge fields in this area into the template
- Click on the arrows beside the fields to display further fields within that category
- In the template above, several merge fields have been dragged across (they can be identified as they are within ("«....»")
**Keep at least two lines above the signature merge field, as large signatures may cause the template format to become cluttered**
- To save the template left, click ,Save Template to Insight and it will close down the Outlook window
- Click Save on the top left hand corner of the screen, and the template is ready to be produced in Document Production