FAQs: Email Templates

FAQs: Email Templates

Can I include only the first name or last name in the email template?

Yes, you can use only the first name or last name in the email template as per your requirement. Let's assume you want to send an email where only the First Name of the lead needs to be mentioned. Follow these steps to do so:
  1. Click Setup > Customization > Templates > Email Templates.
  2. Click on the +New Template button.
  3. Select the module for which the Email template has to be created from the drop-down list and click Next for the Template Gallery page.
  4. In the Edit Email Template page, follow these steps:
    1. Select Leads from the Available Merge fields drop-down list.
    2. For the list of merge fields to appear, type # in the text area and choose First Name or Last Name from the drop- down list.
  5. Click Save.
You can insert a hyperlink by selecting the text and using the hyperlink feature .
You can use an image or a logo in your email template, by following the steps given below:
  1. Click Setup > Templates > Email Templates.
  2. Click the Edit link corresponding to the template that you want to edit.
  3. In the Edit Email Template page, under Edit Template Body section, click .
  4. Select the image that you want to insert.
  5. Click Save.


How can I set up unsubscribe form in my email templates?

You can use the unsubscribe form to allow the email recipients to opt out from your next follow-up and avoid Anti-SPAM complaints. Follow these three steps to setup the form:

Step 1 - Provide the Return URL and generate the HTML code for the form.
Step 2 - Use the HTML code to publish the form in the web page.
Step 3 - Provide the web page (where the unsubscribe form is published) as a link in the email template.

Note: The HTML code cannot be embedded directly in your email template.

Related Link
Set up Unsubscribe Form


Some customizations in my email templates are not reflected. Why?

Some of the customizations that you make in the HTML code of your email templates will not be reflected in the templates. Following are two such code customizations that will not work.
  1. Avoid using Proprietary Styles and Custom Tags as they are not supported.
    For example, in the following snippet, the code in red is a proprietary style from MS Word and the code in blue is a custom tag.
     
    <p class="

          MsoNormal

          ">
    <b><i><span style="color:#FFC000">I am not feeling well today

         
    <o:p>

          Test

         
    </o:p>

          </span></i></b>
    </p>
  2. Avoid using Class Level Styling as they are not supported.
    For example a "class" attribute for a element will not work. For "btn", the class attribute could be ".btn{color:red,font-size:10px}". In that case, <td class="btn">New Button</td> will not work. Instead you can write an inline style,
          <td style="color:red,font-size:10px">New Button</td>


Can I clone an email template?

Yes, you can clone an email template. The template can be cloned for the same module or for the other different modules as well. For example, if you clone an email template for Contacts, you can choose the cloned template to be under Contacts module or to the other modules such as Leads or Deals.

To clone an email template
  1. Go to Setup > Customization > Templates.
  2. Choose the template that you want to clone and click the clone icon.
  3. In the Clone Template popup, enter the Template Name and select a module from the drop-down list.
  4. Click Clone.

Read more about cloning email templates here.


While sending emails from Zoho CRM, why am I unable to see the email templates that I created?

While sending emails from Zoho CRM, you will be able to see only those email templates that you created for the selected module.

Email Templates are module-specific. It is created for a specific record type like Lead or Contact. When you send emails to leads, only the templates created for lead records will be available for you to choose from. While sending emails to contacts, templates created for leads will not be listed.

Related Links
How can I set up unsubscribe form in my email templates?
How can I insert an image in my email template?

Can I edit the content of an email template as soon as I select it? In other words, will a template open as a draft so I can edit it?

You can't edit the content in an email template as soon as you open it.
You can, however edit content using the
Send Email composer for individual emails. When you select your template in the composer, it automatically loads in the editable mode. This makes it easier to edit the content.


How to automate different Email Templates based on the fields selected?

In any business, communicating with the customer is the most important activity. If your business deals with a countable number of customers it is easy to compose an email manually. But if there are multiple customers with multiple requirements, it is impossible to follow up with them manually. Email templates associated to workflow rules will provide solution to these kinds of situations. With email templates you can automate the same message to multiple recipients upon triggering a workflow rule. Email templates can be created in three ways:
  1. Create from scratch
  2. Using predesigned templates
  3. Inserting HTML
To create Templates
  1. Go to Setup > Customization > Templates > Email.
  2. Click +Template, select the desired module.
  3. From the Template Gallery choose the suitable template, or create from the scratch.
  4. Create multiple templates based on your requirements.
To create a workflow rule
  1. Go to Setup > Automation > Workflow Rules > + Create Rule.
  2. Provide the necessary details and click Next.
  3. Choose the desired option under WHEN, to execute the rule trigger.
  4. In Conditions choose 'Leads matching certain criteria', and select the fields accordingly.
  5. Choose 'Email Notification' from Instant Action for immediate action or choose scheduled action to execute the rule after some time.
  6. Select the template that matches the field chosen above.
  7. Click Associate and Save.
Similarly create separate workflow for each of the template created and map them to the workflow rules. After configuring workflow rules with email templates, the system sends dynamic emails based on the field selected by the customer.


Can I use CRM email templates in Zoho Mail?

No, email templates in Zoho CRM cannot be used in Zoho Mail. Zoho Mail uses different email templates, and these cannot be used to populate data from CRM.

How do I replace the images in an email template?

If you have inserted an image in your email template and want to edit it:
  1. Navigate to Setup > Templates > Email Templates.
  2. Click the Edit icon for the template that you want to edit.
  3. Select the image that you want to replace and click the Edit icon.
  4. Choose a new image in the Image selection pop-up.
  5. Click Insert.
  6. Click Save

How can I change the grey background in an email template?

You can customize the interior and container of the background in email templates. To change the gray background in a template:

  1. Navigate to Setup > Customization Templates.
  2. Select the template you want to customize and click the Edit icon.
  3. Click Background under All Components.
  4. Change the background color or the background theme.


Can I resize the product image added to the template?

Yes, you can resize the images uploaded to a template. To resize the image:

    1.  Click on the image.

    2.  Click the resize icon to increase or decrease the image size.

Why am I not able to send email from the Accounts module even though there is an option to create an email template?

The Accounts module holds information about the companies you do business with. For every company, there will be one or more people you communicate with about business. You can send emails to the contacts associated with each account from CRM but not to the company itself. The email template for the Accounts module is used to send email notifications through automation workflows and blueprints, and cannot be used to send emails to the company as a whole.
Note: You cannot resize product images added through merge fields (${product.product image}).

We hope that this list of frequently asked questions about Email is informative. If you still have questions that haven't been addressed, please let us know here. We will be happy to discuss them with our subject matter experts and add them in the future. And please don't forget to share your rating below :)


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