Email Workflow Templates

An email workflow template contains the information that you want to use for a specific message that is sent using the Email action of a workflow.  Email templates can insert information from the application using merge fields, and include it as part of the message.

Permissions are required to work in the application Setup.

Email Workflow templates are pre-made messages that you create.  For example, a message to a lead might include an object merge field for the first name, so the email template would read:

"Dear <FirstName>,"

but the lead would get an email reading "Dear Bob," having pulled that from the record for the lead you were working with.

These are used in Workflows as an action.  So an email could be sent to a manager if some one entered a new lead or closed a sale.

You will need to enter the SMTP server information in order to send an email.   See: Set Up an Email Account for details.  This is usually handled by an application administrator.

Add an Email Template

Go to Setup > Company Setup > Applications >  Workflow Emails.  Existing email templates are shown in the list.

1. Click the New button.

 



 

2. If you wish to use information from an object for merge fields, select the object from the list.

3. Enter a descriptive name for the template so you can tell what it is used for.

4. Enter the Subject line.  Click on the button at the far right to see the available merge fields, and click on the field that you want to use.  The merge field will be inserted where the cursor is in the field.

5. Enter the Body, or the main message.  Click on the button at the far right to see the available merge fields, and click on the field that you want to use.  The merge field will be inserted where the cursor is in the field.

6. When finished click the Save button.

Edit an Email Template

Go to Setup > Company Setup > Applications >  Workflow Emails.

1. Click on the name of the template you wish to edit.

2. Make any necessary changes.

3. Click Save to finish, or Cancel to leave without saving any changes.

Delete an Email Template

If you delete an email template, and that template is being used in a Workflow, it will deactivate the workflow and remove the email Action from the workflow.  The workflow will no longer be able to send email.

See Also

Email Overview

Set Up an Email Account

Create a Workflow

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