4.2. Editing the Content of Automatic Mails
A number of directory features result in an email being automatically sent as a confirmation or to notify them of an event. For example, a when a user requests their login details an email is sent to remind them of their username and password and when a new company registers an email is sent to the administrator to notify them they need to login to approve the registration.
When you purchased your directory it will be set up with some standard text for all of these emails, but you can customise them to say whatever you would like them to say. If you have a regional system, you can personalise emails for each region.
With some emails, e.g. the ones that are sent with a CSV Download or PDF Directory, the Automatic Mail forms a template and you will have the opportunity to edit the sender details and the mail content before it is sent.
To edit Automatic Mails select the Settings menu option, then select Automatic Mails from the sub-menu to open the Edit Mails page.
4.2.1. Selecting an Automatic Mail to Edit
Select the Automatic Mail you want to edit from the drop down list. The mail trigger will be displayed describing the event that causes this email to be sent, so you can check you are selecting the correct one.
If you have a regional system you will also have to select the Region from the Content section to view and edit the email details.
4.2.2. Editing the Automatic Mail
Sender Details
Enter the name and email address you want the email to come from. You can use the drop down list to select any Business Directory user to quickly copy their name and email address to the relevant fields.
Content
Enter the subject line and a message content for your email.
If you are the administrator of more than one region you can edit the content for any of the regions you are administrator of by selecting the region you want to edit from the drop down list. If you have created the content for one region and you want to use the same content in all your other regions click Copy current content to all my regions.
You can personalise the emails and letters with information from the Company and Contact Records, as you would when doing a mail merge.
This is done by the use of tags in the mail that will be replaced with data when the emails are sent or the letters generated, e.g. the tag [ContactForename] will be replaced with the contact's forename. Use the Insert Field drop down list in the html editor to insert tags into the message content.
Note that not all tags will be applicable to all the emails.
Tip: Most email recipients will be able to receive HTML formatted emails (which enable you to style your text and add colours etc.), however some recipients may only be able to receive emails in plain text. To ensure all recipients can read your email it is a good idea to create your message in both HTML and plain text. Use the radio buttons to toggle between the two message types.
Preview your Mail
You can check what your email will look like when it is sent by viewing them in a preview window. Click preview email to open the preview underneath the buttons.