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How do I use email templates and email chains in Daylite?

  • Updated

ProductivityTools is iOSXpert's extension for Daylite, bundling many useful additional features for your daily work. With the email templates from ProductivityTools you create reusable templates for emails and send them directly from Daylite to your contacts. With an email chain, several of these templates can be sent to one or more contacts with a time offset.

For an overview of the whole plugin, see the article What are the ProductivityTools? If you plan to send a large number of emails at a specific time, for example a newsletter, we recommend using our plugin Marketing&Chat for this.

 

Table of contents

Email templates

Email chains

 

Email templates

How do I create an email template?

To create a template for emails, please proceed as follows:

  1. Navigate to Plugins -> ProductivityTools -> Settings -> Email Templates
  2. Create a new template for Email or duplicate an existing template
  3. Customize the template according to your needs
  4. You also have the option of creating your template in HTML format here
  5. Add Merge-Keys (placeholders / variables) from the library via drag and drop to insert information from the Daylite records (example: company name)
    mergekeys-compressor.png
  6. Format the text as desired
  7. Add a title, description and a subject
  8. Set the language of the template, the date and time format will be adjusted accordingly
  9. Save the template
Note: If you assign the template to a team, it can be used as a filter criterion upon selecting a template.

Filter_E-Mail_Template.png

If you would like to add a hyperlink to your template, please follow these steps:

  1. Highlight the word or words that shall contain a hyperlink
  2. Select Edit from the menu bar and navigate to Format -> Text link
  3. Enter the desired link in the Link destination box and click OK

 

How do I create templates that use form, project and Zoom data?

This section covers how you can use information from forms, projects or the Zoom integration in your templates.

To use details from forms, projects or the Zoom integration in your templates, follow these steps:

  1. Select Plugins from the menu bar and navigate to ProductivityTools -> Preferences -> Email Templates
  2. Create a new email template or select an existing one
  3. Adjust the template to your needs
  4. Insert Merge-Keys (placeholders / variables) from the library via drag and drop to insert Daylite information (example: company name)
    • Merge-Keys for projects and forms can be found in the corresponding sections in the library
    • Zoom Merge-Keys are located in Appointment -> Zoom
      email_template-edited-compressor.png
  5. Save the template

For Zoom, the integration also comes with a ready-made template for ProductivityTools that includes the Zoom information.

 

How do I activate or deactivate email templates?

Activating and deactivating templates makes it easy to manage the templates that are displayed in the Email Templates window within ProductivityTools.

Follow these steps:

  1. In the Daylite menu bar, click on Plugins and select ProductivityTools -> Settings -> Email Templates
  2. The checkboxes in the Active column determine whether a template is active
    productivitytools_email_templates2-compressor.png

After making the adjustments, only the active templates will be displayed when using the templates. These preferences are user specific, allowing users to activate templates relevant to them.

 

How do I use an email template?

Please follow these steps:

  1. Right-click a set of data in Daylite
    1 EN How do i use a productivity tool email template.png
  2. In the contextual menu, select either Send Email from Template (iOSXpert) or Send Email from Template to xxx (iOSXpert). If the selected set of data has no email address, these options are greyed out.
  3. The template selection dialog window is now displayed.
    2 EN How do i use a productivity tool email template.png
  4. Beside the search field, you also have the option to filter templates for a specific team and/or language. On the right you see a preview of the selected template.
    3 EN How do i use a productivity tool email template.png
  5. If a contact has multiple email addresses, you can select the desired address via a drop-down menu. If you decide you don't want to send an email to a selected contact at this time, you can remove this person from the recipients by clicking the respective name.
  6. You can schedule an email with the email clients Missive and Outlook. Here you can find out how to do this with Missive, and here how to do this with Outlook.
  7. Send the e-mail using the Send button.
Important: Please note that, for technical reasons, a draft does not open automatically in Outlook, but you have to navigate manually to the Drafts folder in order to be able to edit and send the e-mail. Also for technical reasons, the draft is always sent to the default Microsoft Outlook login e-mail address. If you want to use a different sender e-mail address, you must change it manually.

 

What are HTML templates?

Hypertext Markup Language, or HTML for short, is a text-based markup language for structuring electronic documents such as texts with hyperlinks, images and other content.

The use of HTML in e-mails makes sense if you want to present texts with images or other content in a visually appealing way. However, the use of HTML is an expert function and requires in-depth knowledge of HTML.

An e-mail using HTML could look like this, for example:

HTML_Template.png

On request, we are happy to offer you paid support in the creation of individual HTML templates. Arrange a free appointment with us to discuss what your template could look like.

 

Email chains

What are email chains?

With an email chain, several email templates can be sent to one or more contacts with a time offset.

Email chains can currently only be sent with the two email programs Missive and Outlook. You can find out how to use an email chain with the respective program in the sections How do I use email chains with Missive? and How do I use email chains with Outlook?.

 

How do I create an email chain?

This feature is only available in conjunction with Missive. To create an email chain, please proceed as follows:

  1. In the menu, navigate to Plugins -> ProductivityTools -> Preferences -> Email Templates
  2. Select the Email tab
    2. Templates.png
  3. Scroll down to Email Chains
    3. Chains.png
  4. Create a new email chain by clicking on the plus sign
    4. Symbol.png
  5. Assign a name for the email chain and select the object type to which the email chain should be applied (contact, project, opportunity, appointment)
    4. Object_type.png
  6. Select the email chain and use the plus icon under the email templates window to select an existing template
    6. Email_Templates.png
    Please note: At this point, you cannot create a new template for your email chain. You can only select from existing email templates within ProductivityTools.
  7. Select the sending time via the function Days from today
  8. Automatically it will show Days from today: 0. If you do not change anything, the first email of the email chain will be automatically sent 15 minutes later
    8. Default_Preferences.png
  9. In case you want to send the mail later, you can manually adjust the number of days and also set the time yourself
    9. Date_Example.png
  10. By checking the box under Discard on reply, further mails of the email chain will be stopped as soon as the recipient replies directly to the first email. Thus, this function is only applicable starting from the second mail in the chain, since there must always be an initial mail to which a reply can be made (i.e. mail 1 in the chain)
    10. Discard_on_reply.png
  11. If you want to add more mails to your email chain, you can select another template via the plus symbol under Email Templates
    9. Plus_Package_Templates.png
  12. Repeat steps 7 to 10 to define the sending time and other settings for the remaining mails in your chain.

Please note: Each chain can have only one object type (contact, project, opportunity, appointment). If some email templates are grayed out, you will not be able to select them because the selected template contains merge keys that do not apply to the object type you selected.

 

How do I use email chains with Missive?

To send an email chain, please follow these steps:

  1. Select one or more Daylite objects (contacts, appointments, projects, opportunities, forms)
  2. Use the right mouse button -> Send email chain
    Please note: You can learn how to configure the right mouse button actions here.
    EN 1.5 Wie nutze ich E-Mailketten mit Missive.png
  3. A preview window of the created email chain opens
    EN 1 Wie nutze ich E-Mailketten mit Missive.png
  4. Using the arrow buttons in the upper right corner you can scroll through the different templates of your email chain
  5. Under Recipient you can select the e-mail address you want to write to
  6. You can also assign Missive keywords (= labels) to filter by later in Missive. The keyword Daylite mail chain is assigned by default
  7. Press the Send button to submit the email chain to Missive
    EN 2 Wie nutze ich E-Mailketten mit Missive.png
  8. A new draft opens in Missive with the keyword "send later", which contains all mails of the email chain
    EN 3 Wie nutze ich E-Mailketten mit Missive.png
  9. In Daylite, a note is created on the selected object pointing to the email chain. From there, you can also open the email chain in Missive by clicking on the link
    EN 4 Wie nutze ich E-Mailketten mit Missive.png
  10. In the draft you can see the individual, scheduled mails of the email chain with their scheduled send date. Via discard you can also discard individual emails if desired

 

How do I use email chains with Outlook?

To send an e-mail chain, please proceed as follows:

  1. Select one or more Daylite objects (contacts, appointments, projects, opportunities, forms)
  2. Select the right mouse button action Send email chain
    Note: You can find out how to configure the right mouse button actions here.
    EN 1 Wie nutze ich E-Mailketten mit Outlook.png
  3. Select an email chain in the preview window
    EN 2.5 Wie nutze ich E-Mailketten mit Outlook.png
  4. Use the arrow buttons at the top right to view the templates of the selected email chain
  5. Select the recipients
  6. Assign Outlook categories to be able to filter by these categories later on
  7. The Daylite mail chain category is assigned by default
  8. Click on the Send button
  9. Outlook opens. Under Drafts you will find all transferred emails
  10. A note with information about the email chain will be created for the recipients in Daylite. With the link stored there you can jump directly to the email in Outlook
    EN 4.5 Wie nutze ich E-Mailketten mit Outlook.png
  11. The drafts can be deleted in Outlook or the planned dispatch can be canceled
Important: For technical reasons, the individual drafts are always sent to the default Microsoft Outlook login email address. If you want to use a different email address, you must change it manually.

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