Microsoft Dynamics® CRM Training
Creating an E-mail Template
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Creating an E-mail Template
Hi, and welcome to the Success Portal by xRM.com.
In CRM Online, an e-mail template serves as a framework for an e-mail message, which helps you to maintain a consistent layout and message.
You can create a personal e-mail template, which will be used only by you, or you can create an organization template, available to all Users in your organization. In this tutorial, we will do the latter. Our template will be used to notify a User when a new Lead record has been assigned to them.
This task requires privileges found in all default Security Roles.
We begin by navigating to Settings > Business > Templates, and then clicking E-mail Templates.
We now see a list of e-mail templates. To create one, click New in the toolbar.
The E-mail Template Type dialog opens. Here, we must choose what type of record to relate this template to. This means that if we choose “Case”, this e-mail template can only be created from a Case record. We can also choose “Global”, which would make this e-mail template available to every record type. We’re creating a template that will be used to notify a User when a new Lead has been assigned to them, so we’ll select “Lead”. Now, click the OK button.
The dialog closes and the E-mail Template form opens with the temporary name, “New”.
Let’s give this template the Title, “Lead Assignment Notification”.
In the Description field, let’s type, “Notifies Users when a Lead record is assigned to them.” The recipient of the e-mail does not see this text.
In the Subject field, we enter the text that will appear in the Subject line of the e-mail message sent to the User. Let’s type, “You Have a New Lead”.
Now we can enter text into the body of the e-mail. We’ll enter a quick message that notifies the User that they have a new Lead record. We’ll also use Data Fields to tailor the message to the User, and to give them the name of the Lead record.
In the body, type “Dear”. Let’s add a Data Field that inserts the recipient’s name into the body of the e-mail. To do this, click Insert/Update in the toolbar.
The Data Field Values dialog opens. Click the Add button.
The Add Data Value dialog opens. Since this Data Field will insert the User’s name into the message, select “User” in the Record Type field. Now we want to indicate which field from the User record we want to pull data from. Select “Full Name” in the field called “Field”. Now, click OK to close the dialog.
It should now say, “User: Full Name” in the Data Field Values dialog. Click OK to insert the Data Field and close the dialog.
Back at the E-mail Template form, we’ll create a new line of text. Let’s type, “A new Lead record has been assigned to you. Please contact”. Now, we’ll insert another Data Field that inserts the name of the Lead record into the message. Follow the same steps we just outlined for the “User: Full Name” Data Field. This time however, select “Lead” and “Full Name” for Record Type and Field.
Once you have inserted the second Data Field, finish the sentence with, “as soon as possible”. We’ll include a valediction to complete the e-mail message.
At this point we have entered in all the necessary information for this e-mail template. Click Save and Close in the toolbar to create the template and close the form.
Back at the list of e-mail templates, we see “Lead Assignment Notification”, which is viewable by our Organization, and has the proper Template Type.
Now, you can create a Workflow that will send the Owner of a new Lead record an e-mail message based off of our template.
Thanks for watching.