Argenta comes with pre-loaded email templates. In addition to the pre-loaded templates you can also create your own original templates. Email Templates are a powerful way to communicate with your
constituents. You can setup a template in the email templates screen and then send those templated emails to your selected constituents. When you send system generated emails, the system templates control those emails.
There are three different ways to send templated emails. You can choose to send a single email right now, choose an email list & send right now, or choose an email list & schedule an email to be sent.
Remember to
remind your constituents to white list argentasoftware.com and argentamail.com email from
your organization doesn't get stuck in their spam filters. This is an added precaution, however we've built a new mail relay server. This means emails are more likely to be delivered and not make their way into the junk email folder.
To edit and view your templates, select from the left-hand side of the Argenta main menu,
either, the Argenta Mail Room - Email Templates:
or, Sales & Marketing - Email Templates:
Editing Existing Template:
This will bring you into your list of templates. From here you can edit an existing template or create a new template. First let's cover editing an existing template. To edit an existing template select the template you want to edit by selecting the corresponding "Edit Template" button in front of the template name.
This will open up the Design, Update or Send Email with Templates screen. This screen has two tabs, one for editing the template details and one for designing and sending your email.
The first tab, Template Details, is where you can edit the details of your template like:
- The Template Name.
- An Associated Campaign for the email if there is one. You can create email campaigns in the Argenta Sales and Marketing
module, then assign the emails you send to campaigns to track metrics
and analytics for those campaigns.
- The Department/Chapter for the email if needed.
- A District and Precinct if needed.
Once these details have been edited or updated, click the "Template Design & Send" tab. This will open the Design or Update screen for the template.
This is where you will edit your template. Lets take a look at these fields:
- Template Name. This is carried over from the Template Details screen.
- From Email Address. The email address you enter here will be shown as the from address when the recipient opens the email.
- Include A Greeting. Place a checkmark here if you wish to include a greeting.
- Greeting. When a checkmark is placed in the "Include A Greeting" box this will allow whatever greeting message you type here to be included in your email. Ex. Hello, Hi, Welcome, etc.
- Field. Select how you would like the emails addressed, your options are First Name, Full Name, or Prefix + Last Name.
- Subject. This is the subject line for the email.
- Email Body. This is where you will type or edit the template message. This runs much like a word document and has most of the formatting elements from word. You will format and create the email as you want it worded in this section.
Once all of this has been filled in your template is ready to use. You can use this template or continue editing other templates until you have all the templates worded and formatted as you want them.
Create New Template:
Much like editing a template you can choose to create a new template. To create a new template, simply click the "Add A New Template" from the Email Template screen.
This will open the Design, Update or Send Email with Templates screen. There are two tabs that require information for your new template.
On the Template Details tab, you need to fill out:
- The Template Name.
- An Associated Campaign for the email if there is one. You can create email campaigns in the Argenta Sales and Marketing module, then assign the emails you send to campaigns to track metrics and analytics for those campaigns.
- The Department/Chapter for the email if needed.
- A District and Precinct if needed.
Once these details have been completed, click the "Template Design & Send" tab. This will open the Design or Update screen for the template.
This is where you will set up the details of the email.
- Template Name. This is carried over from the Template Details screen.
- From Email Address. The email address you enter here will be shown as the from address when the recipient opens the email.
- Include A Greeting. Place a checkmark here if you wish to include a greeting.
- Greeting. When a checkmark is placed in the "Include A Greeting" box this will allow whatever greeting message you type here to be included in your email. Ex. Hello, Hi, Welcome, etc.
- Field. Select how you would like the emails addressed, your options are First Name, Full Name, or Prefix + Last Name.
- Subject. This is the subject line for the email.
- Email Body. This is where you will type or edit the template message. This runs much like a word document and has most of the formatting elements from word. You will format and create the email as you want it worded in this section.
Once all of this has been filled in your template is ready to use.
As discussed earlier there are three ways to send templated emails.
Send A Single Email Right Now:
To send an email to a single person right now, click the "Send A Single Email Right Now" button.
This will open the, Select A Constituent screen.
From here you will type in the name or partial name of the recipient you wish to send this template to. Ex. Jane Doe or Jan.
This will bring up the list of constituents that match your search criteria. To select a constituent, click the "Select" icon behind the record you wish to select.
This will select and prepare you to send your template to Mary Jane. To send the email select the "Let's Do This!" button.
You will receive a confirmation that your email has been sent.
Choose An Email List & Send Right Now:
To send an email to a list right now, click the "Choose An Email List & Send Right Now" button.
This will open the Select A Mail List Screen.
From here you will type in the name of your list that you have already created, or search for your list using the "Select From List" button. To select the list, click the "Select Icon" behind the list you wish to select.
This will select the email list. Next, click the "Let's Do this!" button.
You will receive confirmation that your template emails have been sent.
Choose An Email List & Schedule An Email To Be Sent:
You may also choose to schedule your email. to schedule an email to be sent click the "Choose An Email List & Schedule An Email To Be Sent" button. This will open the Schedule Email screen.
From here you will click the calendar and time popups to select a date and time to send your email.
Once you have the date and time selected, you will select the email list you want the emails sent to. Type in the name of your list that you have already created, or search for your list using the "Select From List" button. To select the list click the "Select Icon" for the list you wish to select:
This will select the email list. You can also see the exact date and time the email is set to go out. Next, click the "Let's Do this!" button.
This will send the templated email to your list on the date and time of your choosing. You will receive a confirmation of the scheduled success.