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Save and Use Customized Email Template Scripts in the Email Template Editor

Use these steps to save a formatted email template for later use:

Before making any changes to your email templates, you should save a local copy of the template. Working with the email template editor, you can't cancel changes you've made. Your only option is to revert back to the default template provided by SmartVault. So before working on your email template, you should save a local copy on your computer in case your changes to the template cause unexpected problems.

 

You'll save your email templates as .txt files on your computer for later user. However, applying formatting, adding links, and various other tasks you perform in the template editor can generate HTML. When you attempt to copy and paste directly from the email template editor, the HTML generated for formatting changes is not copied. Follow these steps to save a formatted email template.

 

  1. From the email template editor, click on View source on the editor bar. (View the editor bar diagram).
  2. Highlight all the text in this source view. (A useful keyboard shortcut for this is CTRL+A.)
  3. Copy the text. (A useful keyboard shortcut for this is CTRL+C.)
  4. Open Notepad on your computer. You shouldn't use a program like Microsoft Word as this program adds additional unseen formatting to your text. Notepad captures only text .
  5. Paste the text from the email template editor into Notepad. (A useful keyboard shortcut for this is CTRL+V.)
  6. Save the file for later use.

Use a saved .txt file to edit your email template:

After saving a formatted email template that contains HTML in a .txt file, you can then copy and paste the email template into the email template editor. However, since HTML is contained in the email template text you've saved, you must paste the template text into the source view in the email template editor. Use the following steps to use a .txt flle that contains HTML.

 

  1. Open the .txt file in Notepad.
  2. Highlight all the text. (A useful keyboard shortcut for this is CTRL+A to select all text.)
  3. Copy the text. (A useful keyboard shortcut for this is CTRL+C.)
  4. From the email template editor, click on View source on the editor bar (View the editor bar diagram).
  5. Paste the text into the email template editor. (A useful keyboard shortcut for this is CTRL+V.)
  6. Click Save changes.
     

Diagram of the Email Template

CP_Email_Templates_User_Activation_Edit.png
CP_Email_Templates_User_Activation_Edit_Zoom.png

  1. Save - click Save when you've completed all edits to the template
  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.
  3. 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.
  4. 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.
  5. Email body - the email body contains the main text used in the email. Many placeholders are in use here, and you will most like want to change the text to reflect the tone of your firm. 

    %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

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  1. Common formatting font weights bold, italic, underline, and strikethrough.
  2. Subscript and superscript—use these to add endings to dates for example (February 25th).
  3. Choose to align text to the left, center, right, or justified.
  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.
  5. Add a bulleted list, numbered list, table, quote, or a horizontal rule.
  6. To add a hyperlink or clickable email address 
    You can insert an email link anywhere in the template. Place your cursor within the template where you want to insert the email. Click on Insert an email and 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 he link. Click on Insert a link and 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.

    You can use the Unlink to remove any links you create. The Insert current date and Insert current time buttons to add the date or time at which you clicked each button.
  7. The View source button allows you to view the HTML that is used to generate your email. When working with a web designer to create a custom email template that is styled with HTML and CSS, you will need to copy and paste the code provided by your web designer after clicking the View source button.
  8. Click to expand the Placeholders drop down menu and select a Placeholder to insert into the email template.