You can create your own Email Templates in ValuePRO that can be sent from a job card with automatically filled information. This article will cover all the information you will need to create your own Email Template
Email Template Merge Fields
Similarly to Word and Excel templates, Email templates also use Merge Fields to automatically fill the template with information. These fields differ in formatting and name than Word or Excel fields.
To use a Merge Field in an Email Template, use the notation
$$TableName.FieldName$$
For example, if you wanted to enter the client’s email address (from the job card), you would use the field
$$Valuation.EMailTo$$
Email Template Merge Fields can be entered into both the details tab of the template (to define email addresses, names and subject line) or in the contents of the email itself.
To insert a MergeField, either:
Click on the […] button next to a field to select from the available MergeFields
Type the MergeField using the format described above.
View a full list of Email Template Mergefields here.
To create your own Email Template, navigate to the bottom of the Email Templates tab and click ‘Add Email Template’
New Email Template Window
The New Email Template window is used to enter all the information required to create a new email template. This matches the layout of a regular email template settings window.
Details Tab
The details tab provides all basic information required to configure the email template, including:
Template Name
Mail Format (plain text or HTML)
Addresses - To, CC, BCC, From
Subject Line
Attachments
Auto-send settings - Confirm before sending, Ad Hoc sending
To create the new template, the Template Name, Addresses and Subject Line are mandatory. Once adding these values, click ‘Save Changes'.
Layout Tab
The Layout tab provides an online editor to format the email that will be sent. The editor contains a number of Microsoft Office standard formatting tools, such as font type, size, color and text alignment.
As above, you can use Merge Fields to automatically populate the email template with information from the job card.
Ensure you press the ‘Save Changes’ button at the bottom of the page to save your email template.
SMS Tab
Email Templates can also be designed to send an SMS to the receiver alongside the email. This can be useful for providing clients or valuers with immediate alerts to new information.
Please note that SMS charges may apply
To edit an SMS template:
Navigate to the SMS tab
Enter the mobile number of the recipient of the message (hint: use either $$ValuerInfo.Mobile$$ or $$Valuations.ClientMobile$$
Enter the text contents of the SMS message in the text box
Ensure you press the ‘Save Changes’ button at the bottom of the page to save your SMS template.
Documents Tab
Email templates can be designed to automatically attach documents to your email template, This is most useful for sending Invoices and completed Reports.
To add a document to an email template:
Navigate to the Documents Tab
Click the ‘Add Documents’ button
Upload the documents you would like to attach to the email
Click Upload
Tick ' Include the following selected documents when sending by Fax or E-Mail:'
Select the documents to be added to the email template
Press ‘Save Changes’
Note: Automatically generated documents from ValuePRO such as completed reports cannot be added to Email Templates in this way. Generated documents are added to the default email templates as standard.