Email Templates Best Practices

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Email TemplatesBest Practices
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Agenda

• What are Email Templates?
• Feature Benefits
• When should Email Templates be Used?
• Setup Requirements
• Best Practice
• Resources

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What are Email Templates?

• Allow customers to create professional and
  consistent emails for their
  entire organization
• Use in conjunction with mass email for sales reps
  to easily mass communicate with their customer
  base
• Email templates should not be used to as a mass
  email campaign tool
• Designed to drive sales rep/agent productivity or
  light marketing
• Partner applications on the AppExchange are
  available for more robust marketing needs

4
Feature Benefits

• Ensure consistent corporate identity and
  messaging
• 3 different types of email templates for any
  style preference
• text
• HTML with letterhead
• custom HTML
• Time saver for your sales reps
• Help drive user adoption to the application
• Contacts are easily accessible via Salesforce.com

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Feature Benefits (contd)

• Track when and how often your emails are being
  viewed
• Tracking at contact level
• HTML Email Status Report
• No more guessing if your contact received your
  email
• Exact date, time and the number of times your
  email was opened
• Know when to follow up with your customer
• Identify when your email was opened or never at
  all
• Potentially identify if a contact is no longer
  with the company
• Red flag if multiple emails were never opened

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When to use Email Templates?
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Setup Requirements

• 3 different types of email templates
• Text Available for all users
• HTML with letterhead
  Admins and
  users with
  Edit HTML
  Templates permission
• Custom HTML - Admins and users with Edit HTML
  Templates permission, knowledge of HTML or
  ability obtain the HTML code
• Manage Public Templates user permission is
  needed to create and change public email template
  folders

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Setup Requirements (contd)

• Add HTML Email Status related
  list
  to your lead and contact
  
  page layouts
• Email templates are available in all editions
• Mass email feature not available in Team edition
• Email limitations for mass emails
• send 250 emails at a time
• 1000 email limit per organization per day

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Best Practice

• When to use each type of email template?

Tracking is available for all emails sent from
Salesforce.com unless the text only email
format is selected from the Send An Email
feature.
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Best Practice (contd)

• Place all self created email templates in your
  personal folder
• Avoid cluttering the public folders
• Deleted email templates are NOT stored in the
  recycle bin
• Dont remove an email template from a public
  folder, clone the email template and save it to
  your personal folder
• Always fill in the text-only version for
  recipients who are unable to read HTML
• Application determines if the customers email
  servers will accept HTML emails
• If HTML emails are not accepted, text version of
  the message will be delivered

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Best Practice (contd)

• Keep email templates up to date by deactivating
  old templates
• uncheck Available for Use
• Prevent users from altering content by using the
  padlock icon
• lock out an email so changes cant be made by
  the users
• Use cases pricing, dates and location, specific
  corporate messaging, disclaimers, policy and
  procedures

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Resources

• Help Training in Salesforce.com
• Tips for Using HTML Email Templates
• https//na4.salesforce.com/help/doc/en/salesforce_
  HTMLtemplates_cheatsheet.pdf
• Email Templates on Successforce.com
• http//blogs.salesforce.com/features/2006/03/email
  _templates.html
• Sample Email Templates
• http//crmsuccess.blogs.com/email_templates/