Email Templates

May 2024 ยท 3 minute read

Email Templates

Junxure 7 has created a seamless interface with Microsoft Outlook for email capability. Email Templates enable you to autofill basic client data (client address, vital statistics, etc) just like a Word Merge document. This is helpful if you create a standard template that automatically types the "Dear John" line of the email using merge fields, for confirmation emails that are basically the same text every time, or to lend a personal touch to a global email. Templates can be accessed for individual or group emails, just like letter templates.

See Creating Email through Actions for information on creating single emails, Global Email Wizard to create email for multiple clients at once.

Step 1: In the Main Menus, go to Letters / Email Templates

Step 2: Create categories for your templates by clicking the New button circled in blue above. Type the name in the area shaded green above.

Step 3: Use the drop down on the left side of the grid to choose the template category, then type a name for the template in the area shaded grey. Use simple names, naming similar items with a standard naming convention for quick access. For example General - Mary, General-Shannon, Formal Email- Shannon, Formal Email- Mary.

Step 4: When the template is named, click the open template button to the far right, circled in red above.

Step 5: An email template similar to the one below will open. This view will look slightly different depending on the version of Microsoft Office being used, however, the Junxure fields should appear the same in the right column of the window.

Step 6: Fill in the text of the email as you would a mail merge/letter template. To add Merge fields, place the cursor in the appropriate spot in the email, then double click on the merge field name in the right hand column. It will appear as a [[example]] marker. This is where Junxure will pull data from the contact record to add personalized information as shown below.

Step 7: When the template is complete, click the save button, circled in red above.

Step 8:  Close the template.  Junxure will automatically add this template to the email template lists for individual and global emails.

Templates "on the fly"

Email templates can be made "on the fly" when creating single emails. For example, if an email is created without a template, then you realize this may be done on a regular basis, simply click the "Save As" button in the Junxure toolbar as shown below.

A naming window will open, showing the Template Categories and existing templates.

Type the name of the new template in the Name field at the bottom of the window, and click Save.

Setting up outgoing email format to HTML - (do once per workstation)

When creating new emails through Junxure, the Merge Fields Tab (used to automatically bring data from Junxure into the email) will only be displayed if your emails are being created in html format.  To change the format of all new emails going forward, open Outlook. Go to the toolbar, Tools/Options as shown here.

<![CDATA[ ]]>

In the Options Window, go to the Mail Format Tab, circled in red above.

Go to the Message Format section, and choose the HTML message format. Click OK.

If you choose not to change the default message formats to HTML, it will not affect your ability to receive and record email in Junxure, use templates or send email, but you will not have the Merge Fields option to bring in data points (similar to a Mail Merge in Microsoft Word)

 

ncG1vJloZqxrXpa6osbOp5iwq16YvK57p56jqX6ZobK0e6mxf56koGSQsLrTnqWtZ3yawbWx0axkfqWRnrm0ebOepKmkkamytHukppiipF96uqK1y15paYyVor2trdOeqmegpKI%3D