Estimated reading time: 7 min

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

  1. First step: Creating the email template in the email templates section your pipe tools;
  2. Second step: Setting up the email template you've created in the phase you want to send it from.

Step 1: Creating an email template

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

To access this section, open the tools sidebar by clicking in the tool icon in the upper right corner of the dashboard 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 fill in some information:

  • Name: The name of your template (internal use only). This is the name you'll see in the email templates list when setting up emails in your phases or manually sending emails from a card);
  • Subject: This is the email title that will be seen every time someone receives this email. It can be static or customized using dynamic content from the card's fields;
  • Content: Your email's body. This is where you add the content you want to send in this template.

Formatting email content:

You can format the content in your email template, customizing it to better suit your needs. The email body can be customized using the visual editor available within the feature or using markdown/html (click here to learn more).

The in-feature visual editor offers the possibility of making the text bold or italic, adding a hyperlink, quote or code sample, adding images, lists (ordered or unordered), adding titles (headings) or horizontal lines. You also have the option of undoing/redoing the actions.

Dynamic content

Pipefy enables you to customize your email subject and/or content using the information from your card's fields.

The dynamic content generator creates variable fields in your emails to create individualized messages, such as adding your contact name, support ticket ID, etc.

How to use dynamic content

Using dynamic content is simple: you’ll use the handlebars (such as {{phaseXXX.fieldXXX}}) to let Pipefy know where you want the information in a specific field to be displayed in your email.

In the entity dropdown you'll select the 'elements' such as card, assignee or the phases in your pipe. In the property dropdown you'll select the information contained within the entity, such as card name or ID or the fields in the start form or phases.

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

*Hey {{phase3727921.field7475568}}'

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

1. Open your phase settings by clicking on the 3 dots next to the phase name in your pipe dashboard, then on 'edit this phase'.

2. Scroll down the phase settings until you find the ‘Advanced Options’ section. Click on ‘Email templates’ then ‘Set up new email template’;

3. Choose the template you want to set up from the list of previously created emails and setup the sender and receiver information. CC and BCC are optional:

The 'from email' field can only hold one email address. All emails are sent from the '[email protected]' email (unless you have a custom email set up in your company) and the 'from email' is used as the reply to address.

Pipefy Tip: You can use dynamic content when setting up the email template so that the receiver’s 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).

Pipefy doesn't currently offer any other trigger options for sending automated emails.

After you're done, save 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 option in the upper right corner of the card. Then, click on the 'new' button, select the email from the dropdown menu and that's it, email sent!

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