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This guide has been reviewed against our global client base and classed as relevant to all regions

A Reapit key contact can request access to upload/download HTML email templates in order to edit them or create new

Note that there are various key points to be aware of when adding, editing and deploying updated email templates

Before requesting access, please read this article carefully to ensure you are aware of what is involved in order to successfully manage and edit email templates in AgencyCloud

This guide covers:

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How to request access

A key contact can request access using the Standard Configuration Request form

Editing an existing template

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

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

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

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title	3a. 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

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

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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

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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: Image Modified

Correct: Image Modified

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

For further detail, click More information below

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title	More 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

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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

Adding a new email template

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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title	1a. 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

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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: Image Modified

Correct: Image Modified

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

For further detail, click More information below

Expand

title	More 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)

Email template file names

All email templates can be either plain text (*.txt) or HTML (*.htm/*.html)

The following is a list of email templates grouped by type, including their file name and where they are opened from within AgencyCloud

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title	Matching

Email	File name	Opened from	Notes
Property to applicant match	Sale & Let: pMatch Sale: pSaleMatch Let: pLetMatch	Property > Match > Email OR Right-click Match button > Hand Match	Add Personalised to the end of the file name to send an individual email to each applicant For example: pSaleMatchPersonalised.htm Using a personalised template sends an individual email to each applicant (rather than one with all applicants in the BCC field) This allows applicant specific data to be merged, such as their salutation
Applicant to property match	Sale & Let: prp Sale: prpSale Let: prpLet	Applicant > Match > Reports > Email OR Property report > Email
Email particulars	Sale: hSaleMatch Let: hLetMatch	Right-click Match button (applicant or property > Email particulars	No template for both sales and lettings/rentals
Predefined details	Sale & Let: prpDet Sale: prpSaleDet Let: prpLetDet	Property > Details > Email > Email to applicant = No
Collated match	Sale: saleCollate Let: letCollate	Tools > Print collated matches > Collated match reports > Email	No template for both sales and lettings/rentals
No matches found	noMatch	Applicant > Match > Letter > Email	Used when applicant does not match to any properties

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title	Appointment

Email	File name	Opened from
Appointment	appt	Diary > appointment > Print > Email
Viewing tour	viewingTour	Diary > appointment > Print > Email

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title	Contacts

Email	File name	Opened from	Notes
Applicant	toApp	Applicant > right-click email address > Send template OR Applicant report > Applicant personalised template emails OR Property journal > Report > List selected applicants > Email
All applicants	allApp	Applicant report > Email all applicants from template
Vendor	toVnd	Property > right-click email address > Send template OR Property report > Vendor personalised template emails
Buyer	toBuy	Sales Property Report > E-mail > E-mail all buyers from template
Landlord	toLnd	Property > Right-click email address > Send template email
Tenant	toTen	Property > Tenancy > Right-click email address > Send template email
Contact	toCnt	Contact > right-click email address > Send template email	Merge codes for the contact's details must start with Person. For example:<%Person.MailingSaltn%>
Person	toPsn	Contact Power Report > Print > E-mail > Proceed > Contact personalised template e-mails	Merge codes for the contact's details must start with Person. For example:<%Person.MailingSaltn%>
All persons	allPsn	Contact Power Report > Print > E-mail > Proceed > Email all contacts from template
Company	toCmp	Company > right-click email address > Send template email
Staff	toStf	Company > double-click staff member > right-click email address > Send template email

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title	Offers & Sales

Email

File name

Opened from

Sales progression

All parties: salesProgression

Buyer: salesProgressionBuy

Vendor: salesProgressionVnd

Buyer solicitor: salesProgressionBuySol

Vendor solicitor: salesProgressionVndsol

Property > Offers > Sales Progress > Email

Offer

All parties: offers

Buyer: offersBuy

Vendor: offersVnd

Buyer solicitor: offersBuySol

Vendor solicitor: offersVndSol

Property > Offers > right-click Letters

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title	Tenancy

Email

File name

Opened from

Tenancy emails

All parties: TenancyAll

Landlord: TenancyLld

Tenant: TenancyTen

Tenancy > right-click Letters > Send e-mail to XX > Template

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title	Renewals

Email	File name	Opened from	Notes
Email all tenants	ten_renewal	Property Management > Manage Renewals > Print > E-mail > E-mail all tenants	Merge codes should start with Renewal.Tenancy.
Email all landlords	lld_renewal	Property Management > Manage Renewals > Print > E-mail > E-mail all landlords	Merge codes should start with Renewal.Tenancy.
Landlord	tenRenewLld	Renewal negotiation > right-click Letters > Send e-mail to landlord > template
Tenant	tenRenewTen	Renewal negotiation > right-click Letters > Send e-mail to landlord > template
All parties	tenRenewAll	Renewal negotiation > Right click on Letters button > Send e-mail to all parties > template

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title	Applicant

Email

File name

Opened from

Applicant list

Sale & let: appList

Sale: appSaleList

Let: appLetList

Applicant report > Email list of applicants

Applicant Financial Services

appRefer

Applicant financial services > Permission given

Print Applicant

app_one

Applicant > Print > Email applicant details

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In order to manage and edit HTML email templates, a high level of technical expertise in this field is required

In line with Reapit's Technical Support Services, as stated in our agreement with you, if changes are made to templates which result in Reapit having to remediate or that result in an increase to Reapit Support, the right is reserved to levy reasonable additional charges

Before deploying any new/edited email templates, please ensure that all changes made are tested and you are satisfied with the result before proceeding - as sending emails through Outlook can create differing behaviours to web-based email solutions

Versions Compared

Old Version 37

New Version 38

Key

How to request access

Editing an existing template

Adding a new email template

Email template file names

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