Email Templates | Creating an email template

If you want to use more than one email template within your organization, it's a good idea to base them all on a letterhead. A letterhead gives consistent corporate branding across all your templates in Sage People.

Resolution

Create a new email template

1. Go to Setup. In Quick Find, enter email and select Classic Email Templates.

2. Select the folder where you want to create the new email template.

3. Select New Template.

   Sage People displays Step 1 of the New Template wizard:

   

4. Select the type of email template you want to create:

   • Text

     The simplest form of email template

   • HTML (using Classic: Letterhead)

     An HTML template the system bases on a letterhead you predefined. You need an active letterhead to create this type of email template. For more information on creating a letterhead, see Email Templates | Setting up a letterhead

   • Custom (without using Classic: Letterhead)

     An HTML template the system creates from HTML code without using a predefined letterhead

   • Visualforce

     Suitable for more complex email templates requiring advanced merging with a recipient's data and information from multiple records. You need to be familiar with Visualforce. This is the user interface framework for the Salesforce platform

   The pages that display after this point depend on the selection you make. This procedure covers creating a template in HTML (using Classic: Letterhead).

5. Select Next.

   Sage People displays Step 2 of the New Template wizard:

   

6. Complete the fields as follows:

   Field	Description
   Folder	Picklist. Select the picklist and choose the folder you want to store the template. You need to make the folder accessible to all users who need to use the template.
   Available For Use	Checkbox. If you check this, you can select the email template for use as the basis for an email.
   Email Template Name	Text. A meaningful short name for the template. If you have several templates, use a name making the template easy to identify. Use Description to expand on the Template Name and clarify its purpose.
   Template Unique Name	Text. Sage People creates this automatically when you enter the Email Template Name. The system uses the Template Unique Name to refer to the template through the API. This prevents naming conflicts on package installation. You likely won't need to change this value. But if you do, ensure the name: Is unique within your Salesforce organization Begins with a letter Contains only alphanumeric characters and underscores, and doesn't include spaces or two consecutive underscores Doesn't end with an underscore
   Classic Letterhead	Picklist. The predefined letterheads you have available. Select the picklist and choose the letterhead you want to use with this template.
   Email Layout	Picklist. The overall content layout design you want to use in the email template. Select the picklist and choose the layout you want. To view simplified previews, select View Email Layout Options beside the input field.
   Encoding	Picklist. The character set encoding you want to use in the template. Don't change from Unicode (UTF-8) unless you have a good reason for doing so.
   Description	Text. The purpose of the template. Enter a helpful description for users to identify the template correctly. If you're using this template with an action event, to match the action event's description.
   Subject	Text. The subject line you want to use for emails you base on this template. Enter a text summarizing the email and helping ensure recipients notice and read it. You can also enter merge fields in Subject.

7. Select Next.

   Sage People displays Step 3 of the New Template wizard using the options you selected in Step 2 of the Wizard:

   

8. Build the content of the email template:

   • Select a section on the layout and use the formatting controls above to configure your content:

     

   • To insert merge fields into your template, use the Merge Field selector:

     

     Select the object hosting the field you want to merge:

     

     Select the field:

     

     Copy the merge field value:

     

     Paste the merge field value into the template:

     

     For more information on using a field from a related object, see Merge fields across objects

   • To add a $ (dollar sign) to your template, typically for a currency amount, enter \$ (backslash dollar). Entering a dollar sign without the preceding backslash causes the email template to fail

9. Select:

   • Preview

     To display a preview of the template in a new browser window. The preview includes any merge field names as you inserted them and not substituted values. Use the preview to check the overall layout of the template. If you change the template, you must close the existing preview window. Then select Preview again to include your changes in a new preview

   • Previous

     To redisplay Step 2 of the New Template Wizard

   • Next

     To display Step 4 of the New Template Wizard

   Sage People displays your chosen option.

10. Step 4 of the New Template Wizard lets you create a customized text-only version of the email template. This is for display by recipients who can't view the HTML version.

    • If you leave the text only version blank, the system creates a text only version automatically. It derives this from the HTML version. The system includes any changes you make to the HTML version in the automatically created text-only version

    • If you create your own text only version, the system won't modify it to include any changes you make to the HTML version

    

    • To base your text only version on the HTML version, select Copy text from HTML version

      Sage People asks you to confirm:

      

      Select OK.

      The system copies all text content from the HTML version, including any merge fields.

      You can also add merge fields to your text only template using the Select Field Type, Select Field, and Copy Merge Field Value fields. These are at the top of the page in the same way as the HTML version

11. Select Save.

    Sage People displays the Email Template Detail page for the template you've created.

12. Check the template is as you want it. To test the template and validate the merge fields, select Send Test and Verify Merge Fields.

13. When the template is complete, return to the Classic Email Templates home page. Select Edit for the template, or select Edit Properties from the Email Template Detail page.

    Sage People displays the Email Template Edit page.

14. Select the Available For Use checkbox.

15. Select Save.

    Your email template is now ready to use.

    If you want all emails the system sends using this template to contain a file, see Email Templates | Attaching files. This gives information about how to attach it to the template.

Edit an existing email template

1. Go to Setup. In Quick Find, enter email and select Classic Email Templates from the search results.

2. Select the folder that contains the email template you want to edit. Then select the name of the email template.

   You can: 

   • Select Edit Properties to edit the properties of the template

   • Select Edit HTML Version to edit the content of the email

     • Edit any text and use the field selector to drag fields from the controlling object into the body of the email. If you want to use a field from a related object, see Merge fields across objects for more information

     • Use the formatting options to change the look of the template

     • Select Save when you're finished

   • Select Edit Text Version and copy the changes made to the HTML Version

   • Scroll to the Attachments section and attach, edit, and delete files. For more information, see Email Templates | Attaching files