Setting up your email templates, is a two-step process:

  1. First step: creating the email template in the email templates section your pipe settings;
  2. Second step: setting up the email template you've created to the phase(s) you want to send it from.

Step 1: Create an Email Template in your Pipe’s settings

The first step for setting up a new email template is creating it in the 'email templates' section of your pipe settings.

To access this section, open the settings sidebar by clicking on the gear icon in the upper right corner of the screen and scrolling down until you find the 'email templates' option.

Once the ‘email templates’ section is open, click the ‘create a new email template’ button.

When creating a new email template, you'll need to:

  • Add the name of your template (internal use only, it's the name you will see in the Email Templates list);
  • Add the subject of your email (this is the email’s title that will be seen every time someone receives it);
  • In the ‘content’ field, write the main content of your email. You’re able to see a preview of how it will look on the ‘preview’ field on the left;

Here’s how it’s done:

Formatting email content:

You can format almost everything in your email template, customizing it to better suit your needs:

  • Insert links or images;
  • Use bold or italic fonts, lists, title formats and more.

We allow you to do so by using simple markdown notation, a method that allows you to format your content in a way that won’t create problems with your email’s html. Using simple markdown also increases your message’s deliverability.

To make your life easier, we offer you a simple visual editor, like this one:

  1. Bold;
  2. Italic;
  3. Add link;
  4. Quote;
  5. Code sample (nerd exclusive);
  6. Add image;
  7. Ordered list (numbered list);
  8. Unordered list (bulleted list);
  9. Titles (click twice to choose what format suits your content best);
  10. Divider;
  11. Undo/Redo;

If you prefer, you can use markdown language directly in your text, here is where you can learn more about how to use Markdown.

Dynamic Content

If you wish to create dynamic content (variable Fields, as the ones on the e-mails your credit card company sends you, with your name on it), select the ‘Generate dynamic content’-option to help you create the data that must be input on the content;

How to use Dynamic Content

Using dynamic content is simple: you’ll use short codes presented between ##{{ and }} to tell us from where we’ll take the information to create your automated email. Use the tab ‘Generate dynamic content’ to create the short codes:

In this example you’d like to extract the ‘name’ information from the start form, you can use it to personalize your email’s greeting, writing it like this:

*Hi ##{{phase4043.field10989}},

We’ve just received your message! Soon we’ll get in touch and help with everything you need! See you soon… Here is a copy of your message:

**Who?**

##{{phase4043.field10989}} ##{{phase4043.field10990}}

**Subject?**

##{{phase4043.field11006}}

**Message?**

##{{phase4043.field10994}}*

Then, this is how it will look for the person receiving the e-mail:

After you’re done editing it, save your Email Template and let’s move to Step 2.

Step 2: Adding your template to a Phase

Before you’re able to send emails using the Email Template you’ve just created, you need to add it to one or more Phases.

1. Open your Pipe’s Settings (click on the settings wheel on the upper right corner of your pipe’s dashboard), select the Phase you want to add the template to and access the Phase’s settings by clicking the little settings wheel next to its name;

2. Scroll down the Phase’s settings until you find the ‘Advanced Options’ - click on ‘Email templates’ then ‘Configure new email’;

3. Choose the template you want to use and setup the sender and receiver information

Pipefy Tip: You can add dynamic content here, so that the receiver’s name and email address can be extracted from the start form, for example. How to add dynamic content is explained above.

4. Select how you intend to send the emails (manually or automatically – either when a Card enters or leaves this Phase)

Save your settings and you’ll be ready to send emails with this template.

How to manually send messages using Email Templates?

Open a Card in the Phase you’ve added the Email Template to and click the Email Template icon on the left side of the Card. Select the Email Template you just configured, and you’re good to go!

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