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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

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

However, 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 Reapit Agency Cloud.

How to request access

How to add/edit email templates


 Editing an existing email 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

     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

 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 Reapit Agency Cloud:


 Matching
EmailFile nameOpened fromNotes
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 particularsNo 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 foundnoMatchApplicant > Match > Letter > Email Used when applicant does not match to any properties
 Appointment
EmailFile nameOpened from
Appointmentappt Diary > appointment > Print > Email
Viewing tourviewingTourDiary > appointment > Print > Email
 Contacts
EmailFile nameOpened fromNotes
ApplicanttoAppApplicant > right-click email address > Send template
OR
Applicant report > Applicant personalised template emails
OR
Property journal > Report > List selected applicants > Email
All applicantsallAppApplicant report > Email all applicants from template
VendortoVndProperty > right-click email address > Send template
OR
Property report > Vendor personalised template emails
BuyertoBuySales Property Report > E-mail > E-mail all buyers from template
LandlordtoLndProperty > Right-click email address > Send template email
TenanttoTenProperty > Tenancy > Right-click email address > Send template email
ContacttoCntContact > right-click email address > Send template emailMerge codes for the contact's details must start with Person.
For example:<%Person.MailingSaltn%>
PersontoPsnContact Power Report > Print > E-mail > Proceed > Contact personalised template e-mailsMerge codes for the contact's details must start with Person.
For example:<%Person.MailingSaltn%>
All personsallPsnContact Power Report > Print > E-mail > Proceed > Email all contacts from template
CompanytoCmpCompany > right-click email address > Send template email
StafftoStfCompany > double-click staff member > right-click email address > Send template email
 Offers & Sales
EmailFile nameOpened 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
EmailFile nameOpened from
Tenancy emails

All parties: TenancyAll

Landlord: TenancyLld

Tenant: TenancyTen

Tenancy > right-click Letters > Send e-mail to XX > Template
 Renewals
EmailFile nameOpened fromNotes
Email all tenantsten_renewalProperty Management > Manage Renewals > Print > E-mail > E-mail all tenantsMerge codes should start with Renewal.Tenancy.
Email all landlordslld_renewalProperty Management > Manage Renewals > Print > E-mail > E-mail all landlordsMerge codes should start with Renewal.Tenancy.
LandlordtenRenewLldRenewal negotiation > right-click Letters > Send e-mail to landlord > template
TenanttenRenewTenRenewal negotiation > right-click Letters > Send e-mail to landlord > template
All partiestenRenewAllRenewal negotiation > Right click on Letters button > Send e-mail to all parties > template
 Applicant
EmailFile nameOpened from
Applicant list

Sale & let: appList

Sale: appSaleList

Let: appLetList

Applicant report > Email list of applicants
Applicant Financial ServicesappReferApplicant financial services > Permission given
Print Applicantapp_oneApplicant > 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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