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About Creating Templates

Within Tall Emu CRM, you have the ability to create Email, SMS, Letter and Quote templates that can be used in various modules throughout the system. With the ability to create as many different templates as you want, you are able to:

  • Customise your interactions with customers – use different templates or types of templates for different customers and business processes.
  • Streamline your workflow – templates allow you to repeatedly perform regular actions with ease within the CRM, letting you create customised sales and service processes.
  • Personalise your communication – basic mail merge capabilities allow you to customise Emails, SMS and Letters by inserting field values from your CRM modules into your Templates using merge codes e.g. names, addresses or account information.
  • Send beautifully branded quotes – if your business sells product, you’ll no doubt want to start reaping the benefits of our Online Quoting module and PDF Template capabilities, which can be set up in a few simple steps, allowing you to send beautifully branded documents that are the perfect complement to your product or service offerings.

To find out more about how and where you can use your new Templates, see our guide on Using Templates.

Types of Templates

You can currently create the following types of templates in your CRM:

  • SMS
  • Email
  • Letter
  • Online Quote
  • PDF Quote
  • PDF Sales Order
  • PDF Invoice
  • PDF Purchase Order

Note that to send emails or SMS from your CRM, you will need to have set up integrations for SMTP Email and Burst SMS first – click on the links to learn how to set up these integrations.

You can also combine different types of templates to streamline your operations, for example:

  • Attach Email and SMS Templates to a Quote Template – this would allow you to create a specific sales approach for different types of customers e.g. by creating a number of differently branded or formatted Quote Templates, you can select different Email and SMS Templates to apply to each Quote Template so that you have multiple options to choose from when you create Quotes.
  • Attach a Letter Template to an Email Template – quickly create and send different Letters as PDF attachments to any of your Email Templates. You can also attach a Letter to an email without having to first add it to an Email Template.

To find out more about how and where you can use your new Templates, see our guide on Using Templates.

Where you can apply and use your Templates

The CRM module that you choose as the Source when you create new templates will determine which area of your CRM that the template is available in.

Choosing a Source module when creating an Email Template

The following example demonstrates how you could set up a number of different templates to apply to the Invoice module in CRM:

  • You could set up either single or multiple Email Templates linked to the Invoice module and be able choose from a list of available Email Templates whenever you create a new Invoice so that your invoice document is sent out using your preferred email template.
  • If you then wanted to send an SMS reminder to the customer if the invoice is overdue, you could select from SMS Templates that you’d previously created and linked to the Invoice module to quickly send a message, directly from the Invoice record in CRM.
  • If instead, you wanted to send an email reminder to the customer if the invoice is overdue, you could select from Email Templates that you’d previously created and linked to the Invoice module to quickly send an email, directly from the Invoice record in CRM.
  • If you have a standard ‘overdue invoice’ letter you wanted to email to a customer, you could select from Email Templates that have a Letter attachment you’d previously created and linked to the Invoice module to quickly send an email with an attachment, directly from the Invoice record in CRM.

You are able to link and use your templates with the following CRM modules, using the Source field.

Where you can use SMS and Email Templates

You can quickly and easily send an SMS or email using a custom template, directly from any record in these modules – you just need to set the module you want the Template to be available in as the Source when you create a new Template.

Following is a list of CRM modules where you can create and use Email and SMS Templates:

  • Campaign
  • Company
  • Contact
  • Invoice
  • Location
  • Opportunity
  • Payment
  • Project
  • Purchase Order
  • Quote
  • Request for Quote
  • Sales Order
  • Shipment
  • Support Ticket
  • Training Course
  • Web Form Submission

Using Mail Merge fields with SMS and Email Templates

You can insert merge field codes into both your SMS and Email Templates, but please note that you can only use the merge capabilities when sending a single email or SMS i.e. you cannot send a bulk, mail merged email or SMS to multiple recipients.

Where you can use Letter Templates

You can use Letter Templates in a few different ways:

  1. By generating a Letter as a single document for a record, or a batch of records, from the Contact, Company or Marketing Lists modules in CRM.
  2. As an attachment to an email (created from any CRM module), which can be done when initially setting up an Email Template so that it will apply as an attachment whenever the Email Template is used.
  3. As an attachment to an email (created from any CRM module), when you are creating a new email without using a Template.

You are able to link and use your templates with the following CRM modules, using the Source field:

  • Company
  • Contact
  • Both these record types feed through to Marketing Lists, which can contain both Contacts and Companies.

Using Mail Merge fields with Letter Templates

You can insert merge field codes into your Letter Templates and can use this feature to create merged documents in bulk, to send to multiple recipients.

Online Quote Templates

Online Quote Templates are automatically related to the Quotes module. When you create a new Quote using a Template, information you’ve input into a Quote record will automatically populate the Quote document.

When you create a new Quote Template, you can select the Email and SMS Template that will apply by default when you send the quote. If you have a number of different Quote Templates in your system, each one can have a different SMS and/or Email Template attached to it.

  • Email
  • SMS
Where you can use PDF Templates

You can add and customise your own PDF templates for Quotes, Sales Orders, Invoices and Purchase Orders in CRM from Admin > Templates > PDF Templates so that when you click on Preview on the record toolbars, the resulting PDF document will be based on your own template.

Generating a PDF Invoice

You can also set your default templates for different modules from Admin > General > PDF And Email Templates or choose a PDF template to apply when you are working with Sales Orders, Invoices and Purchase Orders. You can set the default PDF Quote Template to go with your Online Quote Template in Admin > Quote Settings.

Accessing your Templates

You can access all your Templates from the Admin section of CRM.

  • Quote Settings will take you to the Online Quoting page.
  • Templates will reveal the option to go to the setup pages for Email, SMS , PDF and Letter types.
  • From these areas you can view and modify your existing Templates or create new ones.

Creating Templates
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