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Customize Email Templates

Overview

Applies to:

SmartVault Tax and Accounting plans


Customizable email templates allow you to alter the text of select email templates in order to reflect your business needs. From the SmartVault Dashboard, click Email Templates to access a list of available templates.

Dashboard Email Templates.PNG

Select the one you'd like to edit.

editing user activation template.PNG

 

Diagram of an Email Template


CP_Email Template Diagram.png

Note: For this article, I've selected the User Activation email template, used when an employee or guest is created (by sharing) and needs to activate their user id. Text will differ based on the template you select.

 

  1. Save - click Save when you've completed all edits to the template
    save changes.PNG
     
  2. Revert to default - if you make incorrect changes, you can click Revert to default to undo all changes to the template—NOTE: Revert to default removes ALL changes you have ever made to the template and changes the template to the original, default template provided by SmartVault. We suggest you keep a .txt file saved on your computer to store your email template when you are making changes to your template.
    Revert To Default.PNG
     
  3. Cancel - click the Cancel button to cancel any unsaved changes to the template. 
    cancel.PNG
     
  4. Email subject - this line populates the email subject and uses SmartVault placeholders. %FROMNAME% is the placeholder that adds the current user name. %SUBJECTTEXT% contains what you are sharing with the user—for example, a vault or an account.
    subject for email template.PNG
  5. Editor bar - the editor bar operates much like any editor bar in word processing software; use the editor bar to change the formatting of the text in the email.

     
  6. Email body - the email body contains the main text used in the email. Many placeholders are in use here, and may be changed in the text to reflect the tone of your firm.


Placeholder descriptions:

%BEGINITEM% and %ENDITEM% are used to wrap content and create a new line.

%FROMNAME% is the placeholder that adds the current user name.

%TEXT% contains a contextual message about what you are sharing with the user—for example, in the case of a vault, the message stored in %TEXT% is "the vault 'Byrne, David' with you." where "Byrne, David" is the vault name.

%MESSAGE% is only used when this template is generated from the Send Link tool.

%TEXT2% is another contextual message about what you are sharing with the user—for example, in the case of a vault, the message stored in %TEXT2% is " the vault 'Byrne, David'." where "Byrne, David" is the vault name.

%URL% is the actual link to the shared vault or folder you are sharing with the user. In the case of a client, this is a link to the client's vault.

 

Editor Bar Diagram  

 

  1. Common formatting font weights bold, italic, underline, and strikethrough.
    1 font.PNG
     
  2. Subscript and superscript—use these to add endings to dates for example (February 25th).
    2 Subscript and superscript.PNG
     
  3. Choose to align text to the left, center, right, or justified.
    3 alignment.PNG
     
  4. Select a font, font size, font color, or remove all formatting to some text. When working with SmartVault placeholders, you must highlight the full placeholder (including % signs) to fully apply the formatting to the text brought in by the placeholder.
    4 placeholder.PNG

     
  5. Add a bulleted list, numbered list, table, quote, or a horizontal rule.
    5 hyperlink.PNG
     
  6. Add a hyperlink or clickable email address 
    6 hyperlink.PNG


    You can insert an email link anywhere in the template. Place your cursor within the template where you want to place the . Click on the Insert an email icon Dash_insert email link in email template.jpgand type the email address to add that email address with a hyperlink.

    You can also insert a link to a website anywhere in the template. Place your cursor within the template where you want to insert the link. Click on the Insert a link icon Dash_insert hyperlink in email template.jpgand type the URL for the site. Additionally, you can add a description for the link. The text you type here becomes the hyperlink and appears as the blue, underlined, clickable text used to send users to the website you link here. If you leave the description blank, the URL itself becomes the blue, underlined, clickable link.

    7. Click on this icon to view the source of the email in HTML for further customization.
     7 source.PNG

    8.SmartVault also has default place holders available that can be used to link SmartVault locations and more tools to display in the email messages.

    8.PNG




     
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Last modified
14:28, 7 Sep 2016

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