Creating Email Templates

Email templates can be created for you to use whenever you need to use them, they can be as simple or as advanced as you need them to be. To create a template follow the steps listed below.

- Go to Administration>Email and Documents>Email Templates, and enter the following details
- Template Name – What you want the template to be called
- Entity – Select what entity you want the template to run against, this will restrict the access of the template to the entity you have chosen, for example if you chose “Person” then you will be able to chose the Person fields to be included in the template.
- From Address – This will use the users default email address, but you can add other email addresses or aliases if you require. To do this you will need the relevant security rights.
- Email Text – In the large field on the screen add the text you want to appear in the template. You can also add fields to the text as well to pull though the data you want to appear in the template for example “Dear #Pers_Firstname#” which would display Dear Steven if the person name was Steven. Include the relevant text for the rest of the template. It is also possible to format the text in HTML format if required.
- Attach any relevant global or local files if needbe

When you have completed this you can click Save which will then add the template to the templates available when sending email from the person entity.

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Assigning a Default Email Template

To create a email template as the default option users can go to My CRM>Preferences and changing the default email template. It is also possible for the System Administrator to assign these from the User Preferences connected to the User Profile.

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User Passwords

To log into CRM you will need a valid username and password. To create new users go to Administration\Users\New User and enter the relevant details for the new user.

The password assigned to the user can be changed at any time they want to. When you open the login page to CRM there is a tick box on the login page which if you tick will enable you to type in and confirm your new password. The password is encrypted both within the database and the system itself. Only system administrators can change other user’s passwords but they are unable to view existing passwords.

You can also put in place policies where users have to change there passwords every X amount of days, or have minimum amount of characters etc to improve the security of the users. This will improve the security of your database, and make users feel more comftable saving data to it.

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