Configuring Email Templates

Types of Email Tempates in Outcomes

As you work in Outcomes, you can choose from several types of email templates, depending on your goals and which features your organization has enabled.

• Standard email templates for applicants: use these when you need straightfoward email communication with your applicants without advanced campaign tools. This allows you to send consistent messages in common situations (e.g., application updates, interview invitations, etc.)
• Standard email templates for contacts: use these when you need straightfoward email communication with your contacts without advanced campaign tools. This allows you to send consistent messages in common situations (e.g., for event invitations, institution information, etc.)
• System email templates: these email templates power the automated notifications your users rely on (e.g., account creations, password resets, etc.) Only select templates are editable, and access to this area is limited to designated administrators.
• Marketing email templates: available to organizations with Marketing features enabled, these templates support coordinated outreach through campaigns, tracks, quick messages, and more. Use these to expand your CRM capabilities with flexible, targeted email communication in key scenarios (e.g., drive to apply, drive to complete application, etc.)

Standard email templates for applicants and contacts are each configured separately, but configuring them works the same way. Email templates emails in marketing campaigns are configured in the Marketing section. System email templates, where configurable, are seen in the System secuse tion of the Settings Menu.

Configuring Email Templates for Applicants and Contacts

To configure templates for coordinated email campaigns or events, see Configuring Marketing Email Templates. Other email templates are configured in different places depending on who the templates are designed for:

• To configure email templates for applicants, go to the Application Setup section of the Settings Menu and click Email Templates.
• To configure email templates for contacts, go to the Contacts section of the Settings Menu and click Email Templates.

From the Email Templates page in either section, you can search for, review, and edit your existing email templates. To create a new email template:

1. Click the plus sign at the top right of the Email Templates page.
2. Add a name for your templates. This is an internal name that email recipients won't see.
3. Under Email Headers, you'll see the default From and Reply-to email addresses. These settings are configured by Liaison. Recipients will see these names and email addresses when they receive and reply to your emails.
   
   
4. To make adjustments to your default email settings for this template only, click Customize. Since your recipients will see the names and email addresses you configure here, it's important to make sure these are set appropriately. If necessary, you can always return to the default headers by clicking Revert to Default.
5. In the Message area, enter your subject line. This is what recipients will see when they receive your email.
6. Add your message. While writing your message, you can click Insert Merge Field and select items to personalize your message, like the recipient's name, contact information, or program they are applying to.
   
   
7. To include an image in your message, click the More Options (3-dots) button, then click the Upload Image icon. The arrow next to the image icon allows you to determine whether you'd like to upload your image from a URL or on your local computer. Once your image is added, click on the image within your template to access other settings, like alt text, alignment, sizing, and a URL to send recipients to when they click the image.
8. To include a video from YouTube or Vimeo, click the More Options (3-dots) button, then click the Insert Video icon. Add the video's URL. The email will include a screenshot of the video, and will send recipients to the URL when they click the screenshot. Note that this feature is not compatible with YouTube Shorts.
9. Note that up to five attachments can be added to your emails at the time of sending them.
10. To see how the email will appear to your recipients, click Preview and select someone to use as a sample recipient. You can also send yourself a copy of the email from the Send Email panel.
11. When you’re finished configuring the email template, click Save Changes at the top right.

Emails you create here can be sent from the Applications Grid or by clicking Email under the More Options (3-dots) menu of an application.

Note that, where applicable, there are two other email template settings menus in the software:

• The Email Templates area in the System section of the Settings Menu. Here you'll find system default emails, which are pre-designed messages sent from Outcomes, like password reset notifications.
• The Templates area under Marketing on the Navigation Menu. Here you can configure coordinated emails using Campaigns or Quick Messages via the software's marketing tools (where available).