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1. Access menu option 

To get access to this option, contact Reapit Support, as outlined above

From main menu, click office/name:

  • Click Tools

  • Select Manage Letter/E-mail templates

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2. Download templates using the Deployment Explorer

This screen gives access to download/upload all your HTML files 

  • The Change folder menu shows which set of templates is being displayed, ensure you are viewing the E-mail templates folder, as shown right

  • Select the required HTML template and click Download

    Templates need to be downloaded to a local machine and edited via a source code editor, such as Notepad++ (https://notepad-plus-plus.org/downloads/)

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3. Letter Template Editor

It is recommended to have the Letter Template Editor open alongside your email template in order to drag and drop any required merge codes into it

Info

Email templates cannot be accessed or edited within the Letter Template Editor

  • Open the Letter Template Editor (see notes below in 3a)

Expand
title3a. Letter Template Editor

If you don't have access to the Letter Template Editor, as shown below, contact Reapit Support via a Standard Configuration Request
OR if you can access the Setup Negotiators screen, you can set up access to the Letter Template Editor yourself, as outlined here (in section 2a)

From main menu, click office/name:

Click Tools and select Letter Template Editor

  • In section 1, select Create a new template and click Proceed
    A new, blank template will be opened

  • In section 2, use the expandable categories to find the required merge codes, then drag and drop the code onto the blank word document (as shown above)

  • Copy the code and paste into the required location on the HTML template

Note

Delimiters (i.e. %) must be entered in the HTML template at the beginning and end of every code taken from the Letter Template Editor, otherwise they will not be recognised

For example:

Incorrect: 

Correct:    

If using Notepad++ as your source code editor, they are highlighted as shown above

For further detail, click More information below

Expand
titleMore information

- Merge codes in emails use the delimiters <% and %> (similar to ASP)
They will vary depending on where the email is being sent from in Reapit Agency Cloud
For example, data specific to applicants or properties sent in match emails should start with either Applicant. or Property.
Appointment specific data sent in appointment confirmation emails should start with Entry

- Merge codes can be used to print text
For example, the property address as a main heading
Code: <h1><%Property.Address.FullAddress%></h1>
Result: 1 Long Street, Anytown, AB1 1YZ

- Merge codes can be used as attribute values in HTML tags
For example, the property URL
Code: <a href='<%Property.URL%>'>View Online</a>
Result: View Online

Where a merge code is used as an HTML attribute value, it should be surrounded by single quotes to allowing easy previewing in a browser while you edit the template

4. Uploading & deploying edited email templates (existing templates)

  • When complete, edited files should be uploaded and should overwrite the existing version
    This avoids duplication and impact on storage

  • Backups are created for every upload made (by you/Reapit) - therefore, if issues arise due to the upload of edited templates, they can be rolled back

Tip

While you are able to access the backed up HTML files, retrieving them should involve attention from Reapit to ensure the correct filename is used (as they are amended when backed up) and the correct retrieval method is used

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1. Open Deployment Explorer window

  • Follow step 1 in the previous section

  • The Deployment Explorer window (shown in step 2 in the previous section) will be displayed

  • Open an existing blank email template - see 1a

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Expand
title1a. Blank HTML files

The above blank files should be available to you, if not, contact Reapit Support via this form to request these

2. Create new template

  • Add the narrative/content as required

  • See step 3 of the previous section for information on using the Letter Template Editor for required merge codes for your new template

Note

Delimiters (i.e. %) must be entered in the HTML template at the beginning and end of every code taken from the Letter Template Editor, otherwise they will not be recognised

For example:

Incorrect: 

Correct:    

If using Notepad++ as your source code editor, they are highlighted as shown above

For further detail, click More information below

Expand
titleMore information

- Merge codes in emails use the delimiters <% and %> (similar to ASP)
They will vary depending on where the email is being sent from in Reapit Agency Cloud
For example, data specific to applicants or properties sent in match emails should start with either Applicant. or Property.
Appointment specific data sent in appointment confirmation emails should start with Entry

- Merge codes can be used to print text
For example, the property address as a main heading
Code: <h1><%Property.Address.FullAddress%></h1>
Result: 1 Long Street, Anytown, AB1 1YZ

- Merge codes can be used as attribute values in HTML tags
For example, the property URL
Code: <a href='<%Property.URL%>'>View Online</a>
Result: View Online

Where a merge code is used as an HTML attribute value, it should be surrounded by single quotes to allowing easy previewing in a browser while you edit the template

3. Save new template

  • Rename the file as to how you want it to appear to your users

  • Add in a prefix to tell Reapit Agency Cloud where this is generated from, and what recipient email address(es) to pull into Outlook - use the Email template file names section below to do this

4. Upload new template & test

In the Deployment Explorer window:

  • Click Upload 

  • Test the template by opening it within Reapit Agency Cloud
    As outlined in the Email template file names guide below (Openedfrom section)

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