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Adding an existing email template into 17hats
Adding an existing email template into 17hats
This article will explain how to add your current emails into 17hats so you can further automate your communication!
Jack Donahue avatar
Written by Jack Donahue
Updated over a week ago

Suppose you have an initial response email that you send out again and again in your process. Each time you have to copy and paste the message into a new response and make the necessary edits to tailor the message to the recipient and their project inquiry.

So how would you translate that email into a 17hats template and start auto-populating certain pieces of contact and project information? We'll show you how!

-- Let's take the email below as an example --

-- Now let's create it as a 17hats template for re-use in the future --

>> Step 1:  Go to Account Settings > Templates > Documents & Emails. Then click on the New Template button and select the Email option.

>> Step 2:
In the new template window, fill in the following:

  • Name: this is the title of template name which your clients will not see. Use a term that's recognizable to you so that later you'll know what this message entails!

  • Type: select "Regular Email" if you're only going to be sending this template as an email. If you plan to use this message as an auto-response to your Lead Capture Form, select "Lead Auto-Responder." Please note that the email type refers to the template's intended use and determines when this template will show up for use later. So if you were to select "Quote Email," then this email template would only appear as an option for use when you are sending a Quote.

  • Subject: this is the subject line of the email which your clients will see.

  • Message: copy and paste in the contents of the message into this section. Adjust the formatting if needed. Customize the content with links, images or HTML if necessary by using the toolbar at the top.

>> Step 3: Replace personal contact and project information with Tokens. Consider what pieces of information you'll have at this point and make a note of what your Lead Capture Form will have already obtained for you.

  • To accomplish this, click on the Insert Token button to bring up your menu of options.

  • [contact] tokens refer to your recipient's information. This information will be pulled from what's listed within the contact's record in your account.

  • [project] tokens refer to your project information. This information will be pulled from what's saved within the specific project record that this email is sending under.

  • [account] tokens refer to your business information. This information will be pulled from what's listed under Account Settings > Settings > Profile.

>> Step 4: Select the appropriate email signature to include by clicking on the Signatures button. To edit your gallery of signatures, navigate to Account Settings > Settings > Email Settings > Email Signatures.

Once completed, your email template should look something like this:

>> Step 4: Hit the Save button.

Now you can assign this template to your Lead Capture Form as an auto-response or, if you decided to keep it as a regular email, this template will appear under the Templates drop-down menu for the next time you go to send an email!

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