Creating an Email Template

Last updated: August 7, 2025

Overview

Manually finding and pasting project proposal links into each email can be time-consuming and prone to errors. This tutorial will guide you through creating or editing email templates to automatically include a dynamic link to the relevant project proposal. This ensures your clients always have easy access to their proposal, saving you time and enhancing professionalism.

Step-by-Step Guide

Follow these steps to add a project proposal link to your follow-up email templates:

  1. Navigate to Settings from the main menu.

  2. In the left-hand navigation pane, under the Email category, select Email. This will display your Active Templates.

  3. You have two options:

    • To create a new template, click the New Template button. традиционногоTo edit an existing template, locate the desired template in the list, click the three-dot menu (⋮) on the right, and select Edit.

  4. The Add Email Template (or Edit Email Template) dialog will appear. Fill in or modify the following fields:

    • Template Name: Assign a clear and descriptive name for internal reference (e.g., "Initial Proposal Follow-Up").

    • Subject: Write the subject line for your email. You can use variables here for personalization, such as Proposal for {Project Name}.

    • Message: Compose the body of your email.

  5. To insert the dynamic project proposal link, position your cursor in the Message field where you want the link to appear. Type an opening curly bracket: {.

  6. A dropdown list of available variables will appear. Scroll through this list or start typing "Proposal" to filter. Select Proposal Link from the "PROJECT" section. The variable {Proposal Link} will be inserted into your message.

    Insight: Using variables like {Proposal Link}, {Project Name}, and {Contact First Name} transforms generic templates into personalized, context-rich communications. This not only saves considerable time but also significantly improves client engagement by providing tailored information effortlessly.

  7. Review your template. You can add other variables as needed to further personalize the email, such as {Contact First Name} for a personal greeting.

  8. Once you are satisfied with your template, click Update (if editing an existing template) or Save (if creating a new one).

Your email template is now ready. When this template is used, the {Proposal Link} variable will automatically be replaced with the direct link to the specific project's proposal.

Troubleshooting

Encountering issues? Here are a few common problems and their solutions:

  • Variable dropdown doesn't appear:

    • Ensure you are typing the opening curly bracket { directly in the Subject or Message field of the email template editor.

  • Proposal link is incorrect or doesn't work in the sent email:

    • Verify that the project for which the email is being sent actually has a proposal generated and available.

    • Double-check that you've inserted the correct variable: {Proposal Link}.

  • Template not saving changes:

    • Ensure all required fields (usually marked with an asterisk) are filled out correctly.

    • Check your internet connection.

  • Pro Tip: Before relying on a new or modified template for client communication, send a test email to yourself. This allows you to verify that all variables, especially the {Proposal Link}, populate correctly and that the link is active and directs to the intended proposal.