Customizing templates for serial correspondences

You can customize a text template for serial letters or emails in the template management (edit text modules). It is important that the template is suitable for series and that the option in the Single report field is active.

Tip: Save an already created serial email as described in Store email, letter or fax as a template. This way, you do not need to copy it in the template management.

However, you can also follow these steps.

1. Open the email or the letter in the CRM.
2. Click on the hyperlink in the Template field. The CRM opens the template in the Templates form.
3. If necessary, take a look at the template by selecting the View function. Then, please close the view.
4. Create a copy of the selected record as a new version using the Copy with structure standard function, and give the new record a unique name (e.g., relating to its purpose or content).
5. Save the record!
6. Make sure that the template you are editing has the in development status. Select the Edit function.
7. Compose only the text of the template for the serial letter or standard message, without changing the fields in angle brackets.
8. When moving variable fields, be careful not to change the syntax in the brackets.
9. For working with placeholders in the HTML editor, please refer to Correspondence templates with place­holders. Note that placeholders can only be used in JustRelate CRM HTML templates.
10. After having finished the work, close the editor.
11. For Word, confirm that the customized template should be checked in (only then can it be used in the CRM).
12. Set the Classification, Favorite, Access and Language as needed.
13. Switch to the form in which the template (letter or email) should be used.
14. Click the button in the Template field and select the template you just edited in the selection dialog, and accept it with OK.
15. Create an email, a letter or a fax to check the result.
16. Switch to the Template form and release the finished template, if required with the Approved status, so that all users can access it.

With serial emails, it is not possible to easily see the result because, a serial email is not generated until it is sent.

After having edited and assigned the serial email template, click the Send test function to send the draft of the serial email to a contact for checking. Select a suitable test recipient from the system (for example, yourself) so that you can check the email in your groupware. This will initially send the content only to this email address and not as a serial email to all recipients.

As a template administrator you can specify whether the template creates an email in the HTML or TXT format. Select the corresponding Output format in the template form. You should always choose a system font for the template that you can be sure the recipient also has, e.g. Arial.