Create a basic email template with merge codes

4.27.2020

Step-by-step instructions for building a basic email template

2

Creating an email templateThis document will help you understand:

• Why we recommend using templates.

• How to build a custom basic email template.

• Best practices for template creation to help prevent emails from going to spam folders.

• How to properly use merge codes to personalize templates to your customers.

3

Target AudienceEmail templates are typically managed by the following:

Audience

BDC Managers

MarketingTeams

Internet Sales

Sales Managers

Others with thepermissions

Why use templates?

• Streamline the emails your dealership sends on a regular basis.

• Efficiently send an email to a specific customer or a group of customers.

• Reduce the risk of typos or branding inconsistencies in an email.

• Save time when sending emails.

Build the template

6

Go to the Template Editor

Click Admin.

1

Click CRM Setup.2

Click Templates.

3

7

Provide initial information

Enter the email template Subject.

1

Check at least one of the opt-out Categories so the customer can opt out of a particular type of email.

2

Best practice:

Be sure the subject accurately reflects the content of the message; stay away from deceptive subject lines.

Avoid phrases and symbols like excessive punctuation, dollar signs, or all capital letters in the subject line. These may cause the email to get caught in spam filters.

8

Provide initial information (cont.)

Type in the name of the template. This name is for reference purposes only and is not visible to the recipient.

3

If you want this template visible to everyone in the dealership (and they have permission to edit or delete it), select the Global check box. If you want it just for private use, leave it unchecked.

4

Type your message.

6

Choose how to send the email:• Manual = To one person at a time.• Campaign = To a group of people at a time

through an email campaign.• Workflow = As part of a new or existing

schedule of tasks AND you are working with Technical Support regarding the workflow.

5

Use merge codes Let Elead do the heavy lifting for you by automatically inserting details about the recipient, their opportunity and other data into the email template.

10

What is a merge code?

• A merge code is a placeholder. When you send an email, the placeholder is replaced with the data from the record(s) of the recipient(s).

• Merge codes start and end in angle brackets < > and contain a section in curly brackets { }.

• Example: By including <{CustBirthday}> in an email template, this will automatically include that customer's birthday in the email.

• Popular merge codes used:

• Vehicle of Interest (Sought Year/ Sought Make/Sought Model)• Email signature• Customer first name• Title case

• Dealership name• Dealership phone • Dealership address• Customer address

11

Insert applicable merge codes

Click your mouse in the location you want to insert the merge code.

1

Click Select a Merge Code dropdown.

2

Did You Know?There is a merge code for a window sticker. Use the <WindowSticker> merge code to efficiently email a window sticker to your customer.

12

Insert applicable merge codes (cont.)

Click Insert Merge.4

Choose a merge code to use.

3

The merge code displays and will populate the information

when previewed.

Repeat steps 1-4 until you have added all the merge codes needed.

Format merge codes with title caseIf you want to ensure that the first letter of each word that is part of a merge code is capitalized, and the rest of the letters are lowercase, use the title case merge code.

14

Capitalize the first letter of a word

Click your mouse in the location you want to insert the Title Case merge code.

1

Click the Select a Merge Code drop-down arrow.

2

Choose the Title Case merge code.

3

15

Capitalize the first letter of a word (cont.)

Click Insert Merge.4

Highlight the merge code you want to adjust.

5

Did You Know?You can use your keyboard shortcut keys to cut (Ctrl or Command + X) and paste (Ctrl or Command + V) instead of using your mouse.

Right click your mouse and click Cut.

6

16

Capitalize the first letter of a word (cont.)

Insert your cursor between the angle brackets of Title Case merge codes.

7

Right click your mouse and click Paste.

8

There is a 150-character limit in between the two Title Case merge codes.

Add a merge code to your subject

18

Insert the merge code into the body, then cut

Choose a merge code.

1

Click Insert Merge.

2

Highlight the merge code.

3 Cut the merge code.

4

19

Paste the merge code into the subject

Insert your cursor where you want the merge code to go and right click your mouse.

1Click Paste.

2

Review and save your template

21

Make any necessary changes then preview

If needed, rearrange merge codes in the template.

1

Check Spelling and adjust any errors.

2

If you want to preview the template, click the preview icon.

3

Merge codes that are for customer specific information, for instance <{CustAddress}>, will not populate in the preview.

22

Pass spam check then save

Click the ninja icon with a red mask. If the mask turns green, the template has an acceptable spam score allowing you to save and send to customers.

1

When you are finished making the template and have received an acceptable spam score, click the save icon.

2

If the mask stays red, the template has a spam score of 3 or higher and is not acceptable. The template cannot be saved or sent until you make necessary changes needed to improve the spam score.

Review the confirmation message indicating that the template is saved.

3

Use your template when composing an email

24

Email the customer a template

From the email composer, click the Select a template drop-down arrow.

1

Find your template and click it.

2Templates created for your own

private use display first, followed by Global templates created for

dealership-wide use. Both display in alphabetical order.

25

Review and send the template

To review the email and send to the customer, click here.

2

Review the template. Keep in mind, this is exactly what the customer will receive with the merge codes populated.

1All merge codes display by default.

Summary• Templates help you easily and quickly email a customer with just a few clicks.• Use merge codes to automatically insert personalized content into email templates.• To learn more, attend the Templates University live class or review other template

documents in Resources.

Visit University for all your learning needs.Questions? Email university@eleadcrm.com