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Create an Email Template

Review and Post Review Email Templates

An Email Template can be used in the Salesforce Approval Process to notify the users who have been designated as approvers for Novatus contract requests that a request is awaiting their approval (i.e., Review Email Template). For the Email Templates that are used after a Novatus contract request has been reviewed (i.e., Post Review Email Templates), both a template that advises a user that their Novatus contract request has been approved, as well as a template advising a user that their contract request has been declined, can be created.

A  Salesforce Administrator must create all the email templates for Novatus Contracts so that they are available during the approval process. The Review Email Template is used in the Jump Start Wizard. The Post Review Email Templates are used during the review and activation of an approval process.

An email template is created from the Dashboard in Salesforce, which is the default screen that displays when you login to the application.

Review Email Template

A User Name Click on your name, located in the top right of every screen, to display a drop-down menu
B Setup option Click to display a listing of the items you can set up. The list appears in the left Navigation Pane.

C Search field Enter "email" in the field. A list of all matches for the keyword "email" displays in the Navigation Pane.
D My Templates link Click to display the My Personal Email Templates screen.
Note: In the Folder list, select the Unfiled Public Email Templates option to display a list of all the existing email templates. Check to see whether or not the Novatus email template you need already exists before creating a new one.
E New Template button Click to display a New Template wizard that walks you through the process of creating a new email template.

F Email Template radio buttons By default, the Text radio button is selected, but you can select the HTML radio button to add a letterhead to the email message that is sent from Salesforce. The other options are Custom, which allows you to customize the email message, and Visualforce, which is a component-based user interface framework for the Force.com platform.
G Next button Click to advance to the next step in the wizard.

H Folder list Select the Unfiled Public Email Templates option to make this template available to other users. If you do not want to make it available to others, select the My Personal Email Templates option.
I Email Template Name field Enter a concise and descriptive name for the email template (e.g., License Agreement Request).
J Template Unique Name field This field is auto-populated and duplicates the  name you provided in the Email Template Name field. If you want to change the name of the field, click on the information Icon Information.png  icon to the right of the field to display the formatting options for the field.
K Encoding list Do not change the default setting (US and Western Europe) unless the encoding for your language is something other than ISO-8559 or ISO-Latin.
L Description field Enter the purpose of the email message (e.g., Email to approver).
M Subject field Enter a subject for the email message (e.g., Contract Request Approval Needed).
N Email body field Enter the text for the email message. For example, a contract request  is awaiting your approval.
O Select Field Type list Add merge variables to customize/personalize the email message by making a selection in the list, based on the category that contains the first merge variable you want to add to the template. For example, to add the name of the opportunity for the contract request, select the Opportunity Fields category in the list.
P Select Field list Select the field that you want to include in the email message (e.g., Opportunity Name). The merge field for the selected field automatically displays in the Copy Merge Field Value field, and is selected (highlighted).
Q Copy Merge Field Value field Use the copy feature (simultaneously depress the Ctrl key and the letter "C" key on your keyboard) to copy the highlighted merge field.
R Email Body field Use the paste feature (simultaneously depress the Ctrl key and the letter "V" key on your keyboard) to paste the merge field into the body of the email message after positioning your cursor in the appropriate location in the message.
Note: In the example shown above, the body of the email message  contains the Account.Name merge field. This is essential since the name of the account for the contract request under review must be identified in the email message.  To add the salesperson's name to the salutation, select the Account Fields category in  the Select Field Type list, and then select CreatedBy in the Select Field list since the person who created the account in Salesforce is most likely the person who is submitting the contract request.
S Available for Use check box Select when you want to activate the template, and make it available to other users.
T Save button Click to create the email template, and display a screen that allows you to test the template and make any needed edits, such as adding an attachment to the email message.

U Send Test and Verify Merge Fields button If you want to see what the email template will look like with the merge fields you inserted, select to display a Preview Template window.
V Preview Template window
  • Related To Record list - click on the Lookup  icon to display a list of available accounts. Select any account for the test. Note: The default category is Account, but you can select other categories, depending on the email template you are creating.
  • Recipient Record list - click on the  Lookup   icon to display a list of available recipients. Make a selection in this list only if you included a merge field for a contact person at the account.  Note: The default category is Contact, but you can select another category (i.e., Lead or User).
  • Send email preview check box -  select if you want to send an email containing the test email to the default email that appears in the field, which is the email address of the person who is creating the template. You can also change the email address if you want to send the test to another email address or another individual.
  • Click the OK button to refresh the screen and run the test on the merge field(s) you added.

W Test Email Verify that the account name you selected in the Related To Record list in Step V appears in the body of the email message. If you personalized the email, ensure the name of the salesperson for the selected account appears in the salutation.

Post Review Email Templates

The procedure for creating the Post Review templates (i.e., approval template and declined template) is the same as that for creating the Review template, as shown above. The only differences will be the name and description assigned to the template, as well as the subject line and body of the email message.

Repeat Steps A-G above, and then follow the steps below.

H Folder list Select the Unfiled Public Email Templates option to make this template available to other users. If you do not want to make it available to others, select the My Personal Email Templates option.
I Email Template Name field Enter a concise and descriptive name for the email template (e.g., License Agreement Approval).
J Template Unique Name field This field is auto-populated and duplicates the  name you provided in the Email Template Name field. If you want to change the name of the field, click on the information Icon Information.png  icon to the right of the field to display the formatting options for the field.
K Encoding list Do not change the default setting (US and Western Europe) unless the encoding for your language is something other than ISO-8559 or ISO-Latin.
L Description field Enter the purpose of the email message (e.g., License Request - Pre-Approved).
M Subject field Enter a subject for the email message (e.g., Your Request Has Been Pre-Approved).
N Email body field Enter the text for the email message. For example: Your contract request for {!Account.Name} has been pre-approved, and will be submitted to Novatus for final approval.
O Select Field Type list Add merge variables to customize/personalize the email message by making a selection in the list, based on the category that contains the first merge variable you want to add to the template. For example, to add the name of the account to the approval email, select the Account Fields category in the list.
P Select Field list Select the field that you want to include in the email message (e.g., Account Name). The merge field for the selected field automatically displays in the Copy Merge Field Value field, and is selected (highlighted).
Q Copy Merge Field Value field Use the copy feature (simultaneously depress the Ctrl key and the letter "C" key on your keyboard) to copy the highlighted merge field.
R Email Body field Use the paste feature (simultaneously depress the Ctrl key and the letter "V" key on your keyboard) to paste the merge field into the body of the email message after positioning your cursor in the appropriate location in the message.
Note: In the example shown above, the body of the email message contains the Account.Name merge field.
S Available for Use check box Select when you want to activate the template, and make it available to other users.
T Save button Click to create the email template, and display a screen that allows you to test the template and make any needed edits, such as adding an attachment to the email message.

U Send Test and Verify Merge Fields button If you want to see what the email template will look like with the merge fields you inserted, select to display a Preview Template window.
V Preview Template window
  • Related To Record list - click on the Lookup  icon to display a list of available accounts. Select any account for the test. Note: The default category is Account, but you can select other categories, depending on the email template you are creating.
  • Recipient Record list - click on the  Lookup   icon to display a list of available recipients. Make a selection in this list only if you included a merge field for a contact person at the account.  Note: The default category is Contact, but you can select another category (i.e., Lead or User).
  • Send email preview check box -  select if you want to send an email containing the test email to the default email that appears in the field, which is the email address of the person who is creating the template. You can also change the email address if you want to send the test to another email address or another individual.
  • Click the OK button to refresh the screen and run the test on the merge field(s) you added.

W Test Email Verify that the account name you selected in the Related To Record list in Step V appears in the body of the email message.