Creating or editing an email template

Creating or editing an email template

MaxxTraxx v.9 offers the ability to write and save email templates for easier communication with your customers. Each category must have a default template saved to be functional. This article will walk through the steps needed to create those templates. 

Creating an email template


First, click on the Marketing drop-down then click on the Edit Email Templates box. 



That will open the Email Templates Window.
There are three options for email templates: 
Customers - Used for sending emails from the Customer Record
Repair Orders - Sent from the repair order screen to advise the customer about the repair order
Standard - Used for marketing or general emails
We will build a template using the Customer option. The other template options are built the same way. 
The Standard option should be used for mass-market emails. Standard email templates do NOT include vehicle information; the Mail Merge feature for vehicle information will not populate on the email. 


Highlight the option you want then click on Add Customer Email Template. 





That opens the HTML Email Editor window. This is where you will create the template. Assign the new email a name, and include a subject line. 
The subject line is what the customer will see in their email mail window; it is best to avoid abbreviations or slang. 




Type in the name and subject then move to the body of the email.




Create the message in the area below the Letter Name and Subject line. 
The Mail Merge dropdown will provide options to include information such as customer name, vehicle, etc. That information is retrieved from the Customer  Record or Vehicle Record and adds those fields to the email for a more personal message. 

Mail Merge is optional, it does not have to be used in the template. 

Vehicle-specific mail merge fields (year, make, model, etc) will not work on the Customer Email Template if the customer has more than one vehicle on record. 








Select the desired Mail Merge Field (if you want to use them) and it will drop in the email where your cursor was. Compose the email and click on the green Save button when done. 



If you have only one email template in a category, that will be the default template. If there are more than one, you can choose which template will be the default. 
From the Email Templates window, highlight then right-click the template you want to be the default. Find and click on Set as Default. 



When all your edits are complete, close the Email Templates window. 

Sending an email from the customer record


To review or send a Customer email, select a customer from the Customer Master Record. The customer must have an email entered in their record to use the feature.



From the Customer record window click on the Email button.




The Send Email window will open. Select the desired template from the dropdown. Review the email and send it if desired. 
Note that the Mail Merge fields populated the customer and vehicle information. 




Sending an email from a repair order


To send an email from a repair order, first open the repair order. Then click on the Email box near the lower left of the window. 




Just like the customer record, the Send Email window will open. Select the email template you wish to use, then click on the Send icon in the upper left of the window. 

Sending mass-market emails


To send a mass marketing email, click on the Marketing drop down, then the Email Letters box.




From the Email Templates window select the email you want to send. You should always use the Standard tab for mass-market emails. 
Click Select when you have chosen an email template. 



This will open the Custom Marketing Emails window. Choose a filter for your emails then click Next.



Enter the information in the filtering fields. When done click on the Finish box. 



A window will open that displays the number of emails to be sent. If that number sees correct, click the Send Emails box. Those emails will now be sent out to your customers. 





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