What Are Templates?
Templates are ready-made email message patterns that can be reused. Instead of writing the same response from scratch - choose a template and customize the content.
Creating a Template
- Go to Mail > Templates
- Click + (New Template)
- Fill in:
- Subject - the default email subject
- Content - the message body, can contain variables (see below)
- Name - internal template name visible when selecting. If left empty, the system will use the subject as the name
- Department - optional assignment to a department (field visible only when departments exist in the system)
- Save
Variables in Templates
You can use variables in the template content and subject that will be automatically replaced with data. Syntax: {{ variable_name }}.
Template Example
Hi {{ contact.first_name }},
Thank you for reaching out. Your request has been registered.
Best regards,
{{ first_name }} {{ last_name }}
{{ email }}
If the email is sent by John Smith ([email protected]) to the contact “Anna Miller”, the template will generate:
Hi Anna,
Thank you for reaching out. Your request has been registered.
Best regards,
John Smith
[email protected]
Sender Variables
Data of the person sending the email. The same variables as in mailbox signatures:
| Variable | What It Inserts |
|---|---|
{{ name }} |
Full sender name |
{{ first_name }} |
First name |
{{ last_name }} |
Last name |
{{ email }} |
Email address |
{{ phone }} |
Phone number |
Contact Variables (Recipient)
Data of the contact linked to the email. Requires the contact. prefix:
| Variable | What It Inserts |
|---|---|
{{ contact.name }} |
Full contact name |
{{ contact.first_name }} |
First name |
{{ contact.last_name }} |
Last name |
{{ contact.email }} |
Email address |
{{ contact.phone }} |
Phone number |
{{ contact.mobile_phone }} |
Mobile phone |
{{ contact.position }} |
Position |
{{ contact.city }} |
City |
{{ contact.street }} |
Street |
{{ contact.street_no }} |
Building number |
{{ contact.post_code }} |
Postal code |
{{ contact.country }} |
Country |
{{ contact.www }} |
Website |
If the email has no linked contact or sender, variables will be replaced with empty text.
Using a Template
When composing a new email or reply:
- Click the Insert template button
- Select a template from the list
- The content and subject will be inserted into the form
- Customize the content before sending
Usage Counter
Each template has a counter showing how many times it has been used and the date of last use. The template list is sorted by most frequently used by default.
Templates and Departments
Templates can be assigned to a department. This way, when selecting a template, only those matching the context are shown - the user sees templates from their department and templates without a department assigned.
Important Information
- A template requires a filled subject and content. The name is optional - if you don’t provide one, it will be automatically set to the subject value
- Deleting a template does not affect emails that used it - messages retain their content
- Templates support inline image attachments