How Can I Use Email Templates?

Last Updated: Jul 23, 2014 12:49PM CDT
A new addition to our email integration, email templates let you send out email campaigns, mail merges, or personalized updates to your customers – all with a couple of clicks.





When you select several leads or contacts from your list, and click the Compose Email icon, you'll see the email compose screen. As always, the simple interface of Base gives you powerful options under the hood.




The curly brackets icon stores your merge fields. They contain information unique to each lead or contact (such as their name) that Base will automatically insert in the email when you click send. 

You can select any of the default options, such as Title, Company name, or your own email address, name, etc.
And more importantly, you can define custom fields that will be treated in exactly the same way – letting you put in any information you need, whether it's the rate of commission you agreed on with that contact, or the name and age of their pet.

You can configure your custom fields in your account's Contacts and Leads settings pages.

Let's say you compose an email and want to save it as a template for later – just click on the three dots next to the blue text that says "You can save this email as a template." You'll have the option of saving it as a new template. 
And that's also the menu you need to open to insert an existing template. Just click on the button, select the template you want to use, and voilá! All that's left is to send it.

When you insert a template and change some things in it, you'll be able to save the changes using the same menu.
You can also rename or remove your templates when you click on Edit List in the email template list.
Rename a template by clicking on the pencil icon – and click on the checkmark icon, when you're done.



Removing a template is as easy as clicking the red icon, and confirming your decision.

Note: Inserting a template will overwrite any text you've put in the compose window.

Base instantly checks the recipients list for any merge fields you select. In case one of them doesn't have data set in the field you selected, you'll see an orange exclamation mark next to their name. Hover the cursor over them, and the missing field will highlight in orange, letting you quickly identify the people whose data you'll need to update.
But nothing to worry about – if you click Send regardless, the email will not be sent to them. Instead, you'll see a notification letting you know that a number of recipients were not included in the email – and letting you compose a new email, addressed just to that group, with one click.

Naturally, you can also add the recipients one by one, using the plus icon on the left-hand side of the screen, as well as filter the list for particular names. If you need to remove someone from the list, hover the cursor over their name, and click the red Remove icon that shows up to the right.

And as with any email, you can add attachments, either from your computer, or from your Documents in Base (when composing an email for a single recipient) – but that goes without saying.

 

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