Eliminate Repetitive Tasks and Create Consistent Messaging With Email Templates
Operations | Theresa Pilmer, CIC | Oct 26 2023
Email templates are a great tool that can be utilized by any staff member. This tool allows for consistent messaging internally and externally. Email templates also improve data accuracy, data integrity and workflow efficiencies, and they help to balance workloads and eliminate extra clicks.
Benefits of Email Templates
- On average, staff can save anywhere from one to two hours by not having to retype the same message over and over again.
- Ability to add merge fields into email templates, which allows for policy data and client data to be pulled into the email as well as the subject line.
- Ability to assign a specific email template as the default for an email event so the user does not have to select it manually.
- Improves clarity for end users.
- Keeps staff productive and eliminates clicks.
- Improves processes and workflows that benefit from consistent messaging.
Setting up Email Templates
Access “configure” on the navigation panel.
- Click Areas->Configure on the menu bar
- Click the down arrow next to home on the options bar and select configure
Click email on the navigation panel or Areas->Email on the menu bar.
Click email templates on the navigation panel.
Click the add button
In the descriptions box, the language defaults based on your settings, but you can change it as needed by using the dropdown.
Enter a description that users will be able to identify easily. (These are examples of descriptions that we use in our office: Renewal Certificates, Policy Delivery)
In the template body frame, use the dropdown to select a preexisting branding profile if necessary.
Select the “pull user’s email signature” checkbox to include the sender’s signature in the body of every email that uses this template.
Enter the subject you want to display to recipients. If necessary, you can insert a merge variable: Place your cursor in the subject line and double-click a merge variable from the list. (Policy Effective Date, Account Name) This allows visibility for the recipient.
Enter any necessary text into the body of the email. Use the formatting ribbon options to style your text as needed. If necessary, you can insert a merge variable again, as above. Merge variables are context-sensitive, depending on where the email is initiated.
Click preview template to open a preview of the template. When you are satisfied, click the finish button to add the template. If you selected a branding profile, it is applied now. You can also click the add button to add the template and begin creating another. If you do not want to save the template, click cancel to discard your changes.
Example of email template with subject
Example of Email Template for auto ID cards
Using Email Templates from Outlook
Start in Outlook -> Click on the Applied button -> Select insert email templates -> Verify “Attach to Epic” is checked -> Select email template -> Branding -> Signature -> Account lookup code -> Select contact -> Select policy # -> Add any additonal information.
Example of email template and criteria to select when using the Email Template
Using Email Templates from Applied Epic Reports
Example of Marketing Option in Reports
Select Email Templates>select template>choose branding
Our agency kept hearing from different teams that employees were feeling overwhelmed. After surveying teams, the com issue was the repetitive tasks. Introducing email templates was an easy way to solve some of these issues, provide the teams relief and give them time back in their day to work on other items. Implementing this simple yet helpful strategy will hopefully save your team time and energy, too.
Tags: Operations , Email Templates