Adding & editing HTML email templates

1. Access menu option 

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

From main menu:

• Click user name/office top left of main menu
  
  

• Click Tools and 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

To open the Letter Template Editor:

• From main menu, click Name/Office (top left)

• Click Tools and select Letter Template Editor

From Letter Template Editor:

• In section 1 (on left), select Create a new template and click Proceed
  A new, blank template will be opened to the right

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

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

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
  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

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

The following blank files should be available to you, if not, contact Reapit Support 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

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
  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 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
  As outlined in the Email template file names guide below (Opened from section)