Working with Email Templates

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Argenta comes with pre-loaded email templates. Email Templates are a powerful way to communicate with your constituents. You can setup a template - one for each action listed in the email templates screen and then send those emails to constituents. When you send system generated emails these are the templates that control those emails.

There are a few different ways to send templated emails. You can choose to automate them. This means Argenta will send the email automatically when a public user fills out the corresponding form. You can also use bulk actions to send to an email list or a designated constituent.

Remember to remind your constituents to white list argentasoftware.com so email from your organization doesn't get stuck in their spam filters. 
 
 
To edit and view your templates, select from the left-hand side of the Argenta main menu, Argenta Mail Room.
 
This will bring you into the Mail Room. From here you will select the "Email Templates" button.
 
 
 
 
 
This will bring you into all the templates you can customize. From here you can 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 template.
 
 
 
This is where you will edit your template. Lets take a look at these fields:
  • 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. 
  • Field. Select how you would like the emails addressed, your options are First Name, Full Name, or Prefix + Last Name.
  • Email Body. This is where you will type your 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. As discussed earlier there are two ways to send templated emails.
 
Automated Templates:
 
If you have public forms, you can choose to automatically send these notifications when a public user completes the corresponding form.

For example, if a volunteer signs up for a task you can automatically send a volunteer notification thanking them for becoming a volunteer.

Place a check next to each template you would like to automate to turn this feature on.
 
Bulk Action Templates:
 
The automated feature is great but sometimes you may want to do a bulk action or single action with a template. This is possible, simply click the "Edit Template" button for the template you wish to send. This will open the template. From here you will select the "Choose a Bulk Action for This Template" drop-down menu and select either the "Choose One Constituent & Send This Email To Them Right Now" or the "Choose An Email List & Send This Email To That List Right Now."
 
For the Choose One Constituent option you will select this and click the "Run Bulk Action" button. This will open a Select A Constituent screen where you will search for and select the constituent that you wish to send this email to. Once you have selected your constituent you will be returned to the template and it will say "Ready to Send To:" and the name of your constituent.  Click the "Send Now!" button to send this email.
 
For the Choose An Email List option you will select this and click the "Run Bulk Action" button. This will open a Select A Mail List screen where you will select the list that you wish to send this email to. Once you have selected the list you will be returned to the template and it will say "Send template email to email list" and your list name.  Click the "Send Now!" button to send this email to the whole list.
 
For help creating a list, please refer to KB Article -  Add Mailing Lists.