Creating Emails from Templates

Templates can be set up for emails so that standard emails containing rich text that are approved by the partnership can be created within seconds for any client with infused merge fields.

Refer to Creating Email Templates and including Merge Fields.

Emails can be created from Templates in the following ways:

• In FYI, create a new document with the + New button. Select the Client and when selecting and entering the filing fields, select the required Template.
• In FYI, from the Knowledge Cabinets, select the required Template and click Create. This automatically adds the selected Template in the filing details. 
• In Outlook, open a new email, click the FYI icon on the Ribbon and in the FYI Drawer, select the Client.
  In Template, select the template you want to use.

The following is an example of an Email Template which includes merge fields.You can create an email from a Template either when creating the email from FYI, or from Outlook using the FYI Drawer.

Creating an Email from a Template in FYI

1. From FYI, click + New button.
   Select Email from the list of document types.
   Or, from the workspace, simply press the shortcut key E for a new email.

2. In the Drawer, select the Client. Any defaults for filing categories (for the client or your defaults) are initially displayed.

3. In Template, select the template you want to use.
   
   
   
   The subject of the email, and the name of the email in FYI, is set as the name of the template.
   
   If relevant for the selected template, default values for one or more Categories are offered providing a Cabinet is selected that uses the relevant Category/Categories. You can change the value for the Categories if required.
   
   
4. The Categories may change to set the filing details to how these are set in the template. If relevant for the selected template, default values for one or more Categories are offered providing a Cabinet is selected that uses the relevant Category/Categories. You can change the value for the Categories if required.
   
   
5. Complete the filing details (refer to Using the Email Drawer) and attach any documents if required.
   
   
6. Select how you want to save or send the email (refer to Sending Immediately or Saving a Draft).
   
   
7. Click Create.
   
   For any merge fields in the template, the values are automatically filled in as relevant for the selected client, author, etc. As relevant, make any changes as needed to the text.

Creating an Email with a Template from the Knowledge Cabinets in FYI

1. From FYI, click the Knowledge menu option.
2. From the Templates tab, select the required Email template. Email templates display the envelope icon in the Type column.
3. Click Create in the tool bar.
   
4. In the Drawer, select the Client. This automatically adds the selected Template in the filing details. 
5. Complete the Email filing details (refer to Using the Email Drawer).
6. Click Create in the Drawer.

Creating an Email from a Template in Outlook

1. Open a new email in Outlook, then click the FYI icon on the Ribbon. If you are prompted to log in to FYI, enter your Microsoft account and password.
    
2. In the FYI Drawer, select the Client.
3. In the Template section, select the template you want to use.
4. Click Insert Template.
   
   The email is created. The subject of the email, and the name of the email in FYI, is set as the name of the template. For any merge fields in the template, the values are automatically filled in as relevant for the selected client, author, etc.
   
   
5. Make any changes as needed and save the email as a draft in Outlook or Send the email.
   The email is filed in FYI with the filing details for the Categories set as defined in the template.