If you have a Microsoft Word Document that you would like to add as an email template within Operate, you can do so, using the Paste from Word option.

Before moving forward, please keep in mind that some elements might not be transferred by a simple copy/paste. You will need to adjust elements such as formatting, hyperlinks or images (which need to be uploaded to the Operate server).

Getting Started

  • To create the template, open Operate and go to Settings > Genersl > Templates > Email Templates.
  • Choose a folder - The folders relate to different Operate modules and allows you to organize email templates according to your specific needs, within different areas of your business, such as: lead management, sales, tours or internal messaging.You can also create a new folder, under Folder Maintenance. Let’s create an email template for Quotes. 
  • NOTE: You can create a template without specifying a folder; however, as your list of templates expands, you might find it more and more difficult to organize it or to find what you are looking for. This is why we strongly recommend that you specify a folder, either at this point or later on, while you set up your template (there will be an option to do so - see step 4b, below. 
  • Click New.

Configuring Your Email Template: 

  • Give it a Name.
  • Add a Description - This could include details about the content or examples of how/when to use the template.
  • Change the Folder as needed. If you have clicked New on the folders list screen, you would need to specify a folder.
  • Note the Merge Field related area - you can use it later, to add merge fields into your email template.
  • Enter a Subject for your message.
  • Click the Attachments field if you want to attach a file to the template. The file will be automatically picked up when you use the template.

Edit your Email Body -Here is where you can add your content from within Microsoft Word. Open your Word document and copy your content, then press Paste from Word in the editor.

Adjust the content of your template: redo any formatting that has not been added, insert an neded hyperlinks and upload your images. These will not be displayed by copy pasting them, since they need to be uploaded to the Operate server.

Add merge fields as needed - This can be achieved using the Field Name, Field Category and Merge Field, found above the template editor. 

  • Select a Field Category.
  • Choose a Field Name.
  • Note the Merge Field; then copy/paste it in the email body if you want to use it. If your template already contains merge fields, please delete them and replace them with the ones generated after selecting your field name and category within Operate.

Example: The role of the three field related selections is to allow you to use the same template in multiple situations. For instance, you can use one template to reply to multiple customers, without needing to type in information that already exists in the system; such as their account name. All you need to do is copy/paste the Merge Field in the email body. When you send the email, the merge field will automatically replace itself with the information associated with it Below is an example of a quote enquiry reply email template. To achieve the fields in the screenshot, we have followed these steps:  

  • {CONTACT-FULLNAME] - Displays the full name of the contact receiving the email. To find it, select the Contacts Field Category, then Contact Name as a field name.
  • {PRODUCT-MEETINGROOM} - Displays the meeting room that the contact has enquired about. The field can be found under the Product field category, then Meeting Room Field Name.
  • {PRODUCT-NOOFPEOPLE] - This field displays the number of people that a particular workspace accommodates (in our case, the meeting room that the contact has enquired about. The merge field can be found by selecting Product as a Field Category, then Number of People as a Field Name. 

Check the Available for Use checkbox to make the template immediately available.
Click Save to complete your template setup.

If your template is made available, you will be able to use it right away, next time when you send an email.

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