Creating and editing email templates

With the Sell Professional plan and above, admins can set up an email template for leads or contacts that can be used by all Sell users on your account. If you are not an admin, you can set up an email template for personal use only.

This article covers the following topics:

• Creating a personal email template
• Creating a shared email template
• Editing a personal email template
• Editing a shared email template
• Best practices for naming templates

Note: There is no Deals section in your settings for email templates, so use the Contact email templates on Deal cards.

Creating a personal email template

You can create a personal email template to use for leads and contacts.

To set up a shared email template

1. In Sell, click the Settings icon (), then click Customize > Email templates.

   You'll see two tabs - Leads and Contacts.

2. Depending on the type of shared email template you want to set up, click either the Leads or Contacts tab.
   For example, you might want a template that is specifically used for inviting new leads to Sell, or a welcome email for new contacts.

   Note: You can create a template in Deals. However, you cannot use any Deal-specific merge tags, the merge tags only relate to the contact information.
3. Click Add template.
4. In the Create template dialog, enter a descriptive name for your template.
   Note: Using a meaningful name will make it easier for sales reps to find the correct email template. See: Best practices for naming templates.
5. Ensure the Share with everyone checkbox is not selected.
   Note: If you check this box, the template will be visible and editable by others you have shared the template with.
6. Enter the subject and content of your template. You can use merge tags by either typing {{ in the subject or email text, or by clicking the {{ icon in the template. This displays a list of fields you can use. For information about using merge tags, see Using merge tags in your email messages. For information about other options to customize your template, see Email composer toolbar reference.
   Note: Do not add personal information, for example a signature, to a template. Use the {{Sender's Signature}} merge tag to include a sender's signature instead.

   Here is an example template:

   

7. Click Save template.

   You'll see the email template appear on the templates page, including information about the author and visibility of the template.

Creating a shared email template

You can create shared email template to use for leads and contacts.

You need admin rights to set up and manage shared email templates in Sell.

To set up a shared email template

1. Click the Settings icon (), then click Customize > Email templates.

   You'll see two tabs - Leads and Contacts.

2. Depending on the type of shared email template you want to set up, click either the Leads or Contacts tab.

   For example, you might want a template that is specifically used for inviting new leads to Sell, or a welcome email for new contacts.

3. Click Add template.
4. In the Create template dialog, enter a descriptive name for your template.
   Note: Using a meaningful name will make it easier for sales reps to find the correct email template. See: Best practices for naming templates.
5. Select the Share with everyone checkbox to ensure the template is public in your account.
   Note: If you don't check this box, the template will only be visible and editable by you. This is useful if you want to draft a template, but don't want to share it yet.
6. Enter the subject and content of your shared template. You can use merge tags by either typing {{ in the subject or email text, or by clicking on the {{ I icon in the template. This displays a list of fields you can use. For information about using merge tags, see Using merge tags in your email messages. For information about other options to customize your template, see Email composer toolbar reference.
   Note: Do not add personal information, for example a signature, to a template. Use the {{Sender's Signature}} merge tag to include a sender's signature instead.  
7. Click Save template.

   You'll see the email template appear on the templates page, including information about the author and visibility of the template.

Editing a personal email template

You can always update your personal email message templates.

To update your personal email template

1. Click the Settings icon (), then select Customize > Email Templates.

   You'll see two tabs - Leads and Contacts.

2. Click either the Lead or Contact tab, depending on the type of shared email template you want to edit.
3. Click the template that you want to edit.
4. Make your changes.

   You can change any element of the template.

5. Click Save template.

   If the template is currently in use in one or more email sequences, you'll see a warning and information about the sequences that will be affected.

   After you save, you'll see the updated email template appear on the templates page

Editing a shared email template

As an admin, you can edit any existing shared email template if you need to change some of the details.

To edit or change an email template

1. Click the Settings icon (), then select Customize > Email templates.

   You'll see two tabs - Leads and Contacts.

2. Click either the Leads or Contacts tab, depending on the type of shared email template you want to edit.
3. Click the template name that you want to edit.
4. Make your changes.

   You can change any element of the template. If you no longer want to share the template, deselect the Share with everyone checkbox, and it will be removed from the list of available templates.

5. Click Save template.

   If the template is currently in use in one or more email sequences, you'll see a warning and information about the sequences that will be affected.

   After you save, you'll see the updated email template appear on the templates page, including information about the author and the sharing status of the template.

   

Best practices for naming templates

To use email templates efficiently, give your templates meaningful names. It is a good idea to incorporate the following elements in your naming convention:

• Language - The language of the template.
• Channel - Where the lead or contact came from (for example a landing page, webinar, or conference).
• Step - The number of the step in the sequence.
• Additional information - That explains what the template is about, (for example: Welcome).

Here is an example of descriptive name:

ENG Webinar Follow-up #3: Are you still interested?