Creating Email Templates

Creating email templates in Salesforce is seriously easy and can save you a huge amount of time if you find yourself sending out the same old emails. This could range from sending out introduction emails to leads, standard welcome letters or case notification emails. You have probably dealt with email templates in some form as most Salesforce Administrators/Line managers will create some standard templates for users. In my experience these are usually quite generic and updated infrequently as it is hard for managers to keep on top of them. Little do users know that you can actually create personal email templates that you yourself can keep on top of to make sure they are up to date, relevant and personalised.

To create your own email templates click your name in the top right hand corner of Salesforce and then My Settings. From there click on the email section on the left and proceed to click Email Templates.

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After you’ve found the email templates section you are presented with the platform to create your templates. In the top left corner you can see a list of folders you have access to. Usually if your company uses templates frequently you will see other folders such as “Sales Templates” and “Service Templates”. Usually you will only have access to Unfiled Public Email Templates and My Personal Email Templates. I usually just use My Personal Email Templates when I am creating templates for myself, that way only I can see and use them. Selecting the different folders will allow you to create the templates in them by hitting the New Template green button.

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After hitting New Templates you will be presented with four options, Text, HTML (Using Letterhead), Custom (Without Letterhead) or Visualforce. For this tutorial we will be using plain text. The reason for this is that if you are required by your company to use a letterhead then it is better to go through your administrator to create templates. The other reason for this is I believe that simple text based emails look the most sincere and “real”, templates with letterheads look very machined unless it is an email blast or similar.

After you have selected Text you will be passed over to the area where you can actually create your templates. The upper part of the page is for the insertion of merge fields, this is where you can customise the templates by grabbing say the Account Name or the Contacts first name who you are sending the template to, this obviously saves time from inserting it every time. The bottom part of the page is where you can create the email template and actually copy and paste the values in.

 

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The above fields are pretty self explanatory and basic. Choose the folder you wish to store the template in (I recommend Personal over Unfiled). Give the template a descriptive name, this will populate the unique name. Keep the encoding. Give the template a description if you feel its needed.

Ok now we get onto the actual template creation. It’s best to start out creating a dummy email like you usually would construct one, this way you can figure out what customised information will need to go into the template from the merge fields above.

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Once you have decided which merge fields to use you can simple select the object that you wish to grab the information off (You can only use objects that are linked to the object you are working off), then select the field name that you need. This will generate a merge field that you can copy and paste into your template. E.g. if you wanted to start the email with Hi Ben! you will enter Hi {!Contact.FirstName}! This will then change to the contact you are sending an email to every time. You can also use merge fields in the Subject.

 

Below is an example email I have created. Here you can see a variety of merge fields I have used from different objects, Account, Contact and User.

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Here you can see what the email looks like once you have merged it. This was merged from and Account object, you can see the merge fields from all different objects have all merged in with the correct information.

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