How do I create and edit a video meeting invitation e-mail template in SuperOffice CRM?

To be able to send video meeting invitations and see received external invitations in your diary you must have either SuperOffice Inbox or SuperOffice Mail Link configured.

SuperOffice CRM generates a video meeting invitation text in a different way depending on the setup that is used by a user. Please follow instructions below to learn how to create and edit video meeting invitation text:

• If you use SuperOffice Inbox to send e-mails
   
• If you use Outlook with SuperOffice Mail Link to send e-mails
   

 

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If you use SuperOffice Inbox to send e-mails

When integrated Inbox is used to send out e-mail invitations to appointment participants, SuperOffice CRM uses the meeting invitation templates that are stored in Settings and maintenance. 

Please follow the steps below to edit templates:

1. Click on Lists (1), select E-mail template option from the drop-down list and in the list double-click the template, which you want to edit (3). 
   
   
   • The New meeting template is used when you create a new appointment.
      
   • The Changed meeting template is used when you make time changes to an already existing appointment.
      
   • The Cancelled meeting template is used when you delete an already existing appointment. 
     
     Note! The text of these templates will be used only if you select the option enabling sending e-mail invitations to the appointment participant. 
     
     

2. Click Edit to open a template editor.
   
   

3. Edit the invitation text. You can use all available template variables. The variable {burl} (1) inserts the link to your video meeting. When you are happy with the changes, click Save (2).
   
   

 

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If you use Outlook with SuperOffice Mail Link to send e-mails

When Outlook is used to send out e-mail invitations to participants SuperOffice uses an integrated template that is automatically filled in with an appointment description text and a link to a video meeting.

The e-mail invitation Subject is automatically filled in with the text that is found in the first line of the appointment description. The rest of the text in appointment appears in the invitation e-mail text and at the bottom of the e-mail the phrase “Join Meeting – (link to a video meeting)”  is inserted. 

Below is an example of the appointment in SuperOffice CRM and how the invitation e-mail to the a video meeting looks like in Gmail.

Note! If you use SuperOffice Mail Link to receive external invitations to video meetings you must have Add / update appointment in SuperOffice when responding to invitations in Outlook (2) option selected in Invitations (1) section.

 

More information

TechDocs: Video Meetings for SuperOffice