Templates can be set up for emails so that standard emails containing rich text can be created within seconds for any client using infused merge fields. This delivers time savings as users don't have to create bespoke emails including frequently used data points such as tax payable etc.
Creating Email Templates in FYI
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Documents.
If you are not an FYI administrator but have access to administer templates,
from Settings select Documents.
- Go to the Templates tab.
- Click the Add Email Template button.
Name - Enter the Name of the template. This identifies the template internally and is the name that displays when selecting the Template when creating an email. Make sure this clearly describes when the Email Template would be used.
State - Select the State as "Published", "Draft" or "Archived". A template will only be available for selection in new emails if it has a state of "Published".
Categories -In the Categories section, select the default setting for the Template. When using the Template to create an email, users can make a different selection for the Category if required.
If a default Category is not set in a Template, users will select the Category when creating the email.
Note that a Category will only be available for selecting in a Template if it has been set up as "Available in Templates" on the Document - Category. Refer to Managing Categories.
- Enter any text and add any images required in the Email Template.
- The Merge Fields are grouped into categories (for example, FYI, OTHER, XERO LEDGER, CORPORATE AFFAIRS, XPM, XERO TAX). Expand the group by clicking the arrow for the group and locate the Merge Field want to include.
To include any of the Merge Fields, position the cursor in the location in the template where you want the information to appear. Then click on one of the fields that are listed in the Merge Fields on the right-hand side (for example, Salutation). The correct code for the merge field is added for you in the body of the Email Template.
Refer also to Including Advanced Tax-Related Merge Fields in Email Templates.
- Click Save.
FYI installs some samples documents that you can use as a basis for setting up your own Email Template. On the Template tab, click on a sample Email Template that was installed with FYI to see how the merge fields are included.
The Merge Field Reference Number (<<ReferenceNumber>>) can be used to include the unique FYI reference number in an Email template. Refer to Unique Document Reference Number.
If you have added Roles to your users (for example Director, Partner, Accountant) this can be included in the sign off in emails by including the Merge Field Author Role (<<AuthorRole>>) in templates. You can also use the Merge Field the Author Qualifications (<<AuthorQualifications>>) to include the Qualifications held in the user's profile. Refer to Users.
If you have set up Custom Fields in your Xero Practice Manager (for example, to distinguish the client type (such as A, B or C grade clients, to record additional address or contact information, or for other indicators), these are shown in the XPM Merge Field group. These can be used in Email templates. Refer also to Custom Fields in Displaying Documents and Information for a Client.
Using a Font that is Not Available in FYI
In the email templates or email stationery, there is a set selection of fonts available in FYI.
Use the following method if you want to use a font that is not already available (for example, Calibri 12)
- Open the website https://wordtohtml.net/
- Select the Font Family and Font Size (you may need to first set the Style to "Normal").
- Type the text that you want to include with this font in the FYI email template email content.
Or copy the text and then select it and set the font family and size.
The following example is setting Calibri as the font family and 12 for the size.
If you need to include Merge Fields, these can be added in FYI in the email template and then copied into wordtohtml.net and then select the text and change the font settings. This will copy the correct character for the opening and closing angle brackets.
- Copy the contents from the Visual Editor into the FYI Email Template (not from the HTML Editor in wordtohtml).
Note When sending an email from FYI using the template or stationery, the font size will be applied correctly.
When sending an email that is initially created in FYI and set as Draft in Outlook, the font family will be correct but there may be a difference in the size. It is recommend that you run some tests to check the best font size to use if you need to use the template and send from both FYI and Outlook.