Creating Email Templates

Create reusable board templates and make approved templates available to your company.

Email templates let you write an email once and reuse it. A template can be saved to a single board or, if you are a company admin, added to the shared Company template library. Templates in this library are available as optional starting points; they are not added to any board unless a user selects and saves one there.

To create an email template

1. Go to the relevant board.

2. Open the Templates tab and select Email Templates.

The Email Templates table on a board

3. Click Create email template. To start from a template that already exists, click the arrow next to the button and choose From existing template.

Start a new template or create one from an existing template

4. Fill in Template Name. This is the name your teammates will see in the template list, so make it descriptive.

5. Write the email subject and body.

Enter the template name, subject, and email body

6. Insert fields to personalize the email automatically, such as the recipient’s name or the sender’s signature.

7. For a board that hosts a live event, insert the live event name, date, and start time.

8. Click the calendar icon to add an Add To Calendar button to the email. The button works for Folloze-hosted and external events, letting recipients add the event directly to their calendar.

9. Insert links to the board itself or to individual content items on it.

10. Select Set as default template if this should be the email everyone starts from when sending this board. Only one template per board can be the default.

11. Click Save Template.

Note: The template is available to everyone who sends this board. Board editors can edit it. Subscribers can make local edits to their own campaign; those changes do not update the saved template.

To make a template available to your company

Company admins can add a template to the shared Company template library. This makes it available for users to select; it does not add the template to any board automatically.

1. Create a new template, or open an existing one, as described above.

2. Click the arrow next to Save Template.

3. Select Save as company template.

Add a template to the Company template library

The template is now listed under the Company tab of the email template picker. Users can choose it as a starting point when working in the Templates area or when selecting an email inside Send Campaign.

Important: Making a template available to the company does not place it on every board. Until a user selects the template and saves it for a board, it is only a reusable source in the Company tab.

Note: If the company template was created from a board, it remains listed in that board’s templates table. It does not appear in the template tables of other boards.

To use a company template on your board

1. Open the email template picker.

2. Use the Templates tab for templates saved to the current board.

Board templates in the Templates tab

3. Switch to the Company tab to see templates available from your company’s shared library.

4. Select the company template you want to use.

Templates available from the Company library

Important: Selecting a company template does not link the board to the shared source. If you change and save it for your board, Folloze creates an independent board-level copy. The source template in the Company library is not affected.

Editing email templates

Board templates can be edited by board editors. The source templates in the Company library can be updated only by company admins and only from the Company tab. Subscribers can make local edits to their own campaign.

To edit a board template

1. Go to the relevant board and click Create Campaign.

2. Choose how you are sending: as yourself, on behalf of one person, or on behalf of many.

3. Open the Message tab.

4. Under Change/Edit, select Email Templates.

5. Make your changes and click Save Template.

You can also edit a board template directly from the Templates tab.

To update a template in the Company library

Permission: Company admins only.

1. Open the email template picker and switch to the Company tab.

2. Click the pencil icon on the template you want to change.

3. Make your changes.

4. Click Save changes.

Update the source template in the Company library

The update changes the reusable source in the Company library. It does not add the template to any board and does not change copies that users previously saved to their boards.

Removing a template

Removing a template affects only the location where you remove it. It does not remove independent copies from other boards.

 

Deleting a regular board template from the templates table removes it completely.

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