How do I create and use a privacy confirmation e-mail template?

You can create your own privacy confirmation e-mail template with different language translations and automatically use it when new contacts are created in your SuperOffice CRM. Please follow the steps below to do it:

Step 1. Create a new privacy e-mail template

Step 2. Create translations of your privacy e-mail template

Step 3. Assign this e-mail template to Privacy - Source list item

 

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Step 1. Create a new privacy e-mail template

To create a new privacy confirmation e-mail template, please follow the steps below:

1. Log in to Settings and Maintenance in SuperOffice CRM.
    
2. Click on the Lists (1) button in the Navigator panel, then select E-mail templates (2) from the drop-down list and click on +Add (3).
   
   
    
3. Fill in the name for your template (1), choose a Privacy confirmation (2) type of the template, select Create a new e-mail template (3), if you wish to create a template from scratch, and click Save (4). 
   
   Note! You also have options to upload .htm/.html templates from your computer or copy an existing e-mail template from SuperOffice CRM.
   
   
    
4. Click on Edit to open the e-mail text editor.
   
   
5. Fill in your e-mail template with your text. In your e-mail templates, you can use variables, which will automatically fill in information from SuperOffice CRM click on the  button (1) to get a list of all available variables. Also, you can easily include a subscription management link to your privacy template (2). Check this FAQ to learn how. When you are done, click on the Save (3) button to finish.
   
   

6. Fill in the Subject (1) line of your template. 

   Then select which From (2) address should be used when this e-mail is sent out. You can choose to always use a specified e-mail address, use our contact where specified, use our support contact where specified, or use the logged-in user.

   Then, in the field Otherwise use (3) fill in an e-mail address, which will be used always or as a backup if the above selected setting brings up empty results. 

   Next, choose the Direction (4) of Outgoing.

   Then, select Intention (5) of the e-mail. Intention field lists all the intentions that you have defined in the Follow-up – Intentions list. 

   Choose where the document template should be stored (6). 

   Fill in Our reference (7) field if you want to use a sequence number from the e-mail template you are using, and click Save (8) to finish.
   
   

 

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Step 2. Create translations of your privacy e-mail template

To create translations of the privacy confirmation e-mail template, please follow the steps below:

1. Click on the Language (1) tab, then click on the +Add (2).
   
   
    
2. In the Add language (1) field, it's quick to change the language of your e-mail template by choosing to Copy an existing e-mail template file (2), then clicking Add (3) to go further. 
   
   
    
3. Select the language from the list (1) and click Edit (2). The e-mail text editor will open, where you'll be able to type in the text of the e-mail template translation. When you are done with the translations of this template, click Save (3) to finish.
   
   

 

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Step 3. Assign this e-mail template to Privacy - Source list item

To set up a system such that the e-mail template you have created before would be used automatically, please follow the steps below:

1. Click on the Lists (1) in the drop-down menu, select Privacy - Source (2), and double-click on the item that should have your new privacy e-mail template assigned. In this example, we want all contacts Created by user (3) would get the privacy e-mail, which we have created.
   
   
    
2. In the item dialog, select the checkbox next to Automatically send confirmation e-mail to contact (1). It will enable the template field. Select your new e-mail template from the list (2) and click Save (3).
   
   

You can also send out the privacy confirmation e-mail manually. Please follow the steps below to do it:

1. Open a contact that has to receive a privacy confirmation e-mail, then click on the Task button and Send privacy confirmation e-mail.
   
   
    
2. Then, in the field Use template (1), you can choose the privacy confirmation template that has to be used, select the Language (2) of the template, and change the Subject if you prefer. Click Send, and a privacy confirmation e-mail will be sent out.
   
   

More information:

FAQ: How do I change the language of the Privacy Confirmation e-mail message that is sent automatically to newly created contacts?