Creating and Editing Email Templates

Creating an email template

  1. Open a new email in Outlook
  2. Write the email you wish to create a template from. Format it how you want, give the email a subject and if required include any standard attachments that you need.
  3. Click the Save as email template button and Enter a name for the template.
  4. The new email template is created and can now be used

Creating a new email from a template

To create a new email from an email template:

  1. Open a new email in Outlook
  2. Click the Insert from template button and choose the template from the list
  3. If your SuiteFiles site is connected to the Xero Practice Manager (WorkflowMax) or GreatSoft you will be prompted to choose a client name and populate the email template with data about that client. If not required click Don’t Prepopulate.
  4. The new email is created and can be tailored before sending.

Editing an email template

Once an email template has been created via SuiteFiles Outlook you will see it listed in the template gallery in SuiteFiles web if you are a SuiteFiles administrator. You can access these by:

  • Clicking on the More tab and then Manage Templates
  • Selecting the Email category of templates 

Unfortunately you can't edit these email templates from here. These templates are a special file that we have created purely for SuiteFiles and doesn't have an editor. You can rename and delete the email templates from here by clicking the ... to the right of the template name.

Process for Editing an Email Template

If you need to edit an existing mail template, you will need to:

  1. Create a New Email in Outlook
  2. Click ‘Insert from template’
  3. Select the email template you would like to make changes to
  4. On the ‘Would you like to prepopulate?’ screen, leave the ‘Choose a client’ field blank, and click the ‘Prepopulate’ button
  5. Make the appropriate changes to the email (for available merge fields, see the articles here for XPM merge fields and here for GreatSoft merge fields).
  6. Save the updated template by clicking the Save as email template button. You will need to give the template a new, unique name (you can't overwrite the previous version of the template).

If you need to delete the old template:

  1. Go to SuiteFiles Web App and select More > Manage templates
  2. Select the Emails category to display your email templates only
  3. Click the three dots to the right of the Email template you would like to delete
  4. Select Delete
  5. You can then rename your new email template to have the same name as the one just deleted.