Message Templates

Templates can be created and used to send similar messages to multiple clients or staff. They can also be used to create repeated messages that can be sent with uploaded files. These templates can be edited, saved, and reused at any time. Select Conversations>Message Templates from the left menu to open this page.

Message Templates are broken into groups and can be viewed using the View Bar: 

• File Message—designed to be sent with uploaded files sent to clients or non-portal guests.
• Message to Clients—designed for messages to clients sent through Conversations.
• Message to Staff—used for messages to staff sent through Conversations.

Create Message Templates

1. Click on Create Message Template and assign the template to the appropriate group from the drop-down menu.
   
   
2. Select the desired Document Category. The Category field will default to General Documents. Click here for instructions to set up Document Categories.
3. Select the desired Keywords. The keywords can be used to prefill the first name, company name, or file link in the message.
4. Assign the Display Order for the message template. Frequently used templates should be listed first, with a low number entered in this field. You can assign a Display Order (for example #2) to templates customized for a staff member.  Under the Staff Profile, there is a File Message Default Order field to sync with the templates. The templates displayed under All on the view bar are listed in the assigned template display order ranging from zero to the highest display order number set by your office, then by Document Category, then alphabetically.
5. Enter a Message Heading. This is the name of the template.
6. Select Send a test email to receive a sample of the email when you click Submit.
   
   
   
   
7. Enter the body of the email below the formatting toolbar.
8. Click on the blue Submit button to save the template and send a test email if selected.
   
   
   
   

Use Message Templates

Message Templates can be used when uploading files and in conversations with clients and staff.  

When uploading files, the Message Template will default to the template last used for that Category. Use the drop-down to change the template.

View, Edit, and Delete Message Templates

1. To view Message Templates, select Conversations>Message Templates from the left menu.
2. A list of All message templates that have been created will open. The Group assignment will be to the right of the Message Heading.
   
   
   
   
3. Click the name of a Message Template Group on the view bar to view templates within that group.
4. Select the Edit icon to make desired changes.
5. Select the Delete icon to delete the template.
   
   

Insert Image

1. Follow steps 1 - 4 from View, Edit, and Delete Message Templates (above).
2. Click on the Image button from the formatting toolbar.

   

3. Click on the Image Info tab.
4. Click on the Browse Server button which takes you to the Browser Image page.
5. Click on the Copy Link icon to the far right of the desired image which will take you to the URL field under the Image Info tab.
6. Right click or press CTRL + V to paste the image properties in the URL field. The image will appear in the Preview area. 
7. The image can be enlarged or reduced by using the Width and Height fields to the left of the Preview area.
8. Click the OK button once all desired changes are made.