Email Templates

In this area, you can create and edit email templates that users can select when sending email through the Distribution Manager or the Insert Email Template option in Microsoft Outlook (if the Applied Epic Outlook Add-in is installed). You can associate active email templates to email events in the Email Event Configuration so that the relevant templates are available for selection during each distribution workflow.

Email templates save users time and ensure consistent email formatting across your organization. To unify your email templates with your organization’s identity, you can apply a branding profile to each template. If you have created email signatures, you can opt to include the user's email signature on every email composed using the template automatically.

You can also insert merge variables into templates so that information automatically populates for particular people. Merge variables are context-sensitive: they depend on where the email template is initiated within a given workflow. For example, if you insert the Contact Name variable into an template for the Distribute Attachments workflow, the contact name populates from the recipient into the Contact Name variable location once a user distributes the attachment.

You cannot delete email templates, but you can inactivate them if necessary. You can reactivate templates at any time.

Add an Email Template

You can add as many email templates as necessary, but each must have a unique name. Be sure to enter a description that will help users identify and select the appropriate template for each email distribution.

  1. From the Home screen, do one of the following:

From any other area of the program, do one of the following:

  1. Click Email on the navigation panel or Areas > Email on the menubar.

  2. Click Email Templates on the navigation panel.

  3. Click the Add button .

  4. In the Descriptions frame, the language defaults based on your settings, but you can change it if necessary by using the dropdown.

  5. Enter a Description that users will be able to identify easily.

  6. In the Template Body frame, use the dropdown to select a preexisting Branding Profile if necessary.

  7. Select the Pull user’s email signature checkbox to include the sender’s signature in the body of every email that uses this template.

  8. Enter the Subject you want to display to recipients. If necessary, you can insert a merge variable: place your cursor in the Subject line, and double-click a merge variable from the list.

  9. Enter any necessary text into the body of the email. Use the formatting ribbon options to style your text as needed. If necessary, you can insert a merge variable: place your cursor within the body, and double-click a merge variable from the list.
    Note: Merge variables are context-sensitive, depending on where the email is initiated.

  10. Click Preview Template to open a preview of the template.

  11. When you are satisfied, click the Finish button to add the template. If you selected a branding profile, it is applied now. You can also click the Add button to add the template and begin creating another.
    If you do not want to save the template, click Cancel to discard your changes.

Edit an Email Template

If necessary, you can edit any email template. If you make changes and save them, they will be reflected the next time the template is selected. You cannot delete email templates, but you can inactivate them if necessary.

  1. From the Home screen, do one of the following:

From any other area of the program, do one of the following:

  1. Click Email on the navigation panel or Areas > Email on the menubar.

  2. Click Email Templates on the navigation panel.

  3. Select the Email Template from the list, and click the Edit button .

  4. Make any changes to the necessary fields, then click Preview Template to view the changes before saving.

  5. When you are done, click Finish to apply the changes to the template.
    If you do not want to save the changes, click Cancel to discard them.

Inactivate/Reactivate an Email Template

You cannot delete email templates, but you can inactivate them if necessary. You can reactivate templates at any time.

  1. From the Home screen, do one of the following:

From any other area of the program, do one of the following:

  1. Click Email on the navigation panel or Areas > Email on the menubar.

  2. Click Email Templates on the navigation panel.

  3. Select the Email Template to highlight it in the list.

  4. Do one of the following:

A validation message displays for you to confirm the Inactivate/Reactivate action.