Email Templates

Who can use it?	Where is it?
Director Administrator System Administrator	Administration Tools > Email Templates

1. Contact NEW 4.8.7Use the contact and contact account manager bookmark groups in the email template. Available for use in Contact, Personnel, Contract Administration, and selected Project features email wizard.
2. PersonnelUse the personnel, contact and contact account manager bookmarks to create the email template. Available for use in the email wizard for Personnel, Contract Administration, and selected Project features.
3. ProjectUse the sender details, project, project manager, primary contact, contact account manager, primary personnel, invoice contact, invoice personnel, and project office bookmark groups in the email template. Available for use in Project and Contract Administration features in the email wizard.
4. Sub ProjectUse the sender details, sub project, project, project manager, primary contact, contact account manager, primary personnel, invoice contact, invoice personnel, and project office bookmark groups in the email template. Available for use in Project and Contract Administration features in the email wizard.
5. InvoiceUse the invoice details, contact account manager, invoice attention to, sender details, project, primary contact, primary personnel, invoice contact, invoice personnel, and project office bookmark groups in the email template. Available for use in Invoicing features in the email wizard.
6. TransmittalUse the sender details, transmittal, transmittal primary contact, contact account manager, transmittal primary personnel, project details, project manager, primary contact, primary personnel, invoice contact, invoice personnel, and project office bookmark groups in the email template. Available for use in the Transmittals feature in the email wizard.
7. Staff - Use the staff bookmark group in the email template. Available for use in the Staff and Application Security List feature in the email wizard.
8. Contract NEW 4.8.7Use the contract details, contract manager, contract owner, account manager, contract owner, contract contractor, contract dates, sender details, project details, project manager, primary project contact, primary personnel, invoice contact, invoice personnel, and project office bookmark groups in the email template. Available for use in the Contract Administration feature in the email wizard.

1. Open Email Templates from the Administration Tools menu.
2. Click the Add button.
3. Type the Name which will appear in drop down lists.
4. Choose the Template Type.
5. Choose which access level and above can use this email template.
6. Type a description of the template which will be shown in Email Templates List.
7. (Optional) Check the Default box to make this the default template for this 'Template Type' selected.
8. Save .
9. Next define the email content using either the Email Template Editor, or the HTML Hero Mode options (See Email Template Editor instructions).

Click the image above to view a sample of a setup email template header.

• Create one 'default' email template for each email template type, and assign the 'user' access level. This will make sure that all staff have the same default email template shown as they create emails from Synergy.
• When you do not select a template as the 'default', then the template drop down will default to blank in the email wizard. The user can then select an email template from the drop down list to use for the email they are creating. If they do not select a template from the drop down list, a blank email body will be created.
• If you don't plan on using email templates, you do not have to create any entries in this function. When you use the Synergy email wizard and select email recipients, the new message will appear in MS Outlook® with a blank body and subject.

When creating email templates, it's important to understand which staff will have access to the template if it contains financial information. There are two levels of security applied to email templates:

1. Staff will only be able to use the email template if they have access to open the function that the template can be generated from. For example: Invoice templates can only be created from the Projects > Invoices tab. This means only Assistant Project Manager access level and above will able to use this template type. This is because you must have Assistant Project Manager access level or higher to open the Invoices tab on the Project.
2. Email template access level security is then applied within the function. For example if an Invoice template is created with the Director level applied, then only Directors or higher can see the email template as available for use in the Project > Invoices tab.

If the email template should no longer be used by all staff, then make the template 'inactive' to stop it from appearing in drop down lists. To make the template inactive:

1. Open the email template from Email Template list, by double clicking on the row.
2. Uncheck the 'Active' box, located in the top right corner of the 'Email template' window.
3. Save and Close.
4. The template is now unavailable for use, and is not shown in drop down lists.

1. Create the email template header.
2. Highlight the email template header in the list which you want to add the content.
3. Click the Email Template Editor button .
4. The HTML Template Editor window opens. Start by entering the email text into the body tab by:
   1. Typing the content of the email into the email area shown.
   2. Highlight the text and change the font style. I.e. Change the type, size, colour, or make the text bold.
5. (Optional) Click the 'Insert' tab to add extra details such as Tables, Hyperlinks or Symbols.
6. Add bookmarks to Synergy data within the email body by:
   1. Clicking the section of the email you want to add the bookmark.
   2. From the bookmarks panel scroll through the list to locate the required bookmark.
   3. Single click the bookmark and text such as '{ MERGEFIELD Sender Name }' will appear. This is the bookmark placeholder, which will be overwritten with the Synergy data when this email template is used.
   4. To move the bookmark to a new position in the email, copy and paste the entire bookmark to the new location. Make sure you include both the bookmark brackets in the new location or it will not work. For example: '{ MERGEFIELD Sender Name }' bookmark is correct, and '{ MERGEFIELD Sender Name' is incorrect as it is missing the end bracket.
   5. Repeat this process of positioning the cursor in the email where you want to add the bookmark, and then select it from the bookmarks panel, until all the required bookmarks have been added.
7. Click on the Subject tab.
8. Enter the text that should appear in the Subject Line of the email in the 'Subject' box.
9. (Optional) Add Bookmarks to the subject text.
10. Save and Close.

1. Create the email template header.
2. Select the header in the list and click the Hero Mode button .
3. Click on the Subject tab.
4. Type the text for the Subject Line of the email into the Subject field. This is a text field, HTML code is not required here.
5. Add any required bookmarks to the Subject Line of the email.
6. Click on the Body tab.
7. Type the text for the email between the <body> tags using HTML.
8. Add required bookmarks by:
   1. Selecting the bookmark from the bookmark panel.
   2. This then appears at the end of the HTML code. Cut and Paste the entire bookmark to the required location in the email.Make sure you include both the bookmark brackets in the new location or it will not work. For example: '{ MERGEFIELD Sender Name }' bookmark is correct, and '{ MERGEFIELD Sender Name' is incorrect as it is missing the end bracket.
   3. Repeat this process until all the required bookmarks have been added to the template.
9. When all the email text and bookmarks have been added, click save and close.

1. NameThe free text name entered for the template is shown.
2. DescriptionThe description entered for what the template is used for is shown.
3. TypeWhich Synergy function this template can be used via is shown. The type is either Contact, Invoice, Personnel, Project, Sub Project, Staff, Transmittal or Contract Administration.
4. DefaultWhen selected this template will default to be chosen for creating this type of template.
5. ActiveWhen selected this template is available for use by all users with access to the template. Mark a template as 'inactive' by un-checking this box, then the template is not shown to users in drop down lists.