Templates, signatures and variables
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Templates
Emails → Templates. Templates are shared with everyone at the firm.
New template takes a name, an optional subject, and a body with the same formatting and variables as an ordinary email.
Files and images work as they do in the compose window, with the paperclip and picture buttons. One thing to be aware of: when you save a template, its files and images become available to everyone at the firm, because anyone can use the template. The dialog says so. Save waits until every upload has finished.
Use template opens the compose window with its subject, body and files. From inside the compose window the template button does the same and asks before replacing anything you have already written. A template's files are added to whatever is already attached rather than replacing it.
Star a template to keep it at the top of your list and in the compose menu. Stars are yours alone.
Anyone who can send email can use or create templates. Only the author, owners and admins can edit or delete one, and deleting removes it for everybody.
Signatures
Settings → Email → Signatures. Signatures belong to a mailbox, and you manage them for your own mailboxes.
- As many as you like per mailbox, up to 20
- The same formatting as emails: bold, links, lists, grey text
- Signatures cannot contain variables
- One per mailbox is the default. The first you add becomes it; Set as default moves it
For a logo, use the picture button under the signature box and pick a PNG, JPEG, GIF or WebP. It is sent inside each email like any inline image. The compose window previews it as "[image: …]".
The compose window adds the default signature to new emails and shows it under the message. The pen button switches to another, or to none.
Signatures are private to you. Colleagues and admins cannot see or use them.
Variables
Variables pull a field from the recipient's record so one template works for everybody.
Type { or press the {} button, then pick a field such as { Name › First },
{ Job title } or { Account › Name }. Account fields come from the company the
contact is linked to.
Fallbacks. Select a field to set text used when the CRM has nothing. A field without a fallback shows yellow; with one, blue. Worth setting on anything that goes into a greeting — an email opening "Hi ," does more damage than a plain "Hi there".
You only get values from records you are allowed to see. A variable is not a way around restricted records.
Review before sending. An email with variables is previewed exactly as the recipient will get it, with a warning for anything blank and for addresses not in the CRM. With mass sending, Review email (N) shows every copy.
Variables fill in for one recipient at a time. Sending to several people with variables needs mass sending turned on; Cc and Bcc receive the same copy as the main recipient.