What are the different types of Email Template?
All of these different Email Templates are editable under the System Settings / Email Templates section of the portal.
The Email Templates are usually only visible and editable by Users with the User Type of Super Admin, but depending on how you have personalised your User Type permissions, other User Types may also be able to see / edit them also.
Lucro has 2 different types of Email Template:
System Templates
Custom Templates
Each of these are described in more detail below.
System Templates
The System Templates contains core templates which are used by the system and for this reason can NOT be deleted.
By default, as you Sign-Up for your Lucro account, there will be a number of templates appear under the System folder. You are able to edit any of these templates to personalise the wording as you wish, including the Template name, subject and contents. You can also add additional Dynamic Tags if you wish to add more automated content into the Templates.
If you do not wish to use any of the System Templates, simply click on the Actions column of the relevant Template and click “InActive” which will then change the Status to “InActive” in the list. InActive Templates will not be sent to any users under any circumstances. Conversely, Active Templates will be sent by the system upon certain trigger points – such as a Lead being updated etc, depending on the type of Email Template as described below.
There are 2 different types of System Template:
Alert Templates
These are the Templates which are emailed to notify a User Type upon a certain User generated trigger action. As you will from the intuitive template names listed, these actions include things such as Password Reset / New User Registration etc.
We strongly recommend against making any Alert Templates InActive as this can impact on the overall working of your Lucro portal and for example prevent users from being able to reset their password etc. If you are not sure about a Template, either just leave it or else contact Support the Green logo to ask them to check and confirm for you.
Reminder Templates
As the name suggests, these all the Templates which are automatically emailed to a User Type upon a certain time-based action.
All of the Reminder Templates are for internal use only and therefore sent only to the User Types of Super Admin / Admin / General.
You can make any of these Templates InActive if you wish &/or edit their contents as you require. Alternatively, if you wished to keep these automated reminders sending to your internal users, but certain Users in your business wished to stop receiving them, then those individual Users are able to edit their own email settings to individual switch on/off the separate Templates.
Custom Templates
Custom Templates are the individual Templates which you wish to create in Lucro and use on a regular basis. Using Custom Templates can save a lot of time in Users have to repeatedly send emails via Outlook etc and also ensure a consistent message is used across all Users.
Custom Templates can either be sent manually by your internal Users when contacting Customers and sent quickly to save time composing the same message repeatedly, or else can be automated emails which can be setup to run as part of a Workflow.
We strongly advise making use of Dynamic Tags in your Custom Templates in order to gain maximum benefit from Lucro, as these tags will pre-populate with personal values such as the Customer’s contact name, Contact details of the member of staff corresponding with them along with Lead / Contract IDs etc.
Once a Custom Template has been added, it can be edited / deleted at anytime if no longer required, or alternatively made Active / InActive to prevent it being displayed in Template lists on a temporary basis.
What Are Dynamic Tags?
Dynamic Tags are a very useful tool which help personalise your Email Templates, both internally and also externally to Customers. Dynamic Tags can also be used to personalise SMS messages in Lucro, but in this section we cover their email only use.
Dynamic Tags are basically a way of telling Lucro that instead of inserting exact words or values into an email Template, instead you insert a dynamic / variable value based on the individual criteria of persons both sending and receiving the email.
All of the Dynamic Tags are available across ALL Types / Templates in Lucro – see below for details of how to insert a dynamic tag into a Lucro email Template.
How to Add a Dynamic Tag
To Add a Dynamic Tag to any email template, follow these simple steps:
Go to System Settings / Email Templates.
Select the Type of Template you wish to Edit (i.e. System or Custom)
Click the Actions column and then Edit on the Template you wish to Edit, or else “Add Template” to create a new blank Template.
At the top of the popup box, you will see the field label “Dynamic Tags” – as per the image below.
Click the down arrow to the right of the field label to expand the field and show all of the dynamic tags which are available in the system to across all email Template.
All of the dynamic tags have intuitive names, so for example if you wish to dynamically insert the Customer’s first name in the Template, you just copy and paste the tag “{first_name}” where you wish for their name to appear. If you wished for their last name to appear after their first name, simply insert the tag “{last_name}”.
You can continue to add as many tags as you wish in the email Template to dynamically personalise it as much as possible.
Once finished, ensure you click “Submit” to save the Template and the confirmation message will be presented.
Once the Template has been edited / added, you can now use it instantly by for example going to a Customer record and click on the “Send Email” icon under the company name which will list all the Custom Templates available to send instantly to a Customer.