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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:

How to request access

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

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/)

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

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

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

 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

  • 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

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

 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

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

 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

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

 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 (Opened from 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

 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

 Appointment

Email

File name

Opened from

Appointment

appt

Diary > appointment > Print > Email

Viewing tour

viewingTour

Diary > appointment > Print > Email

 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


 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

 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

 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


 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

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

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