Creating and Using Message Templates in Simply Stakeholders
Message Templates are an excellent way to streamline communications processes via Interactions to ensure consistent recording of common interactions such as enquiries or complaints. It is also an excellent way to set up a branded Newsletter or Project Update for Group Mail.
Only Administrators can create Message Templates. These Message Templates are unique to the Project you create them in, with options to set to default, visible from a drop-down menu. made inactive, or deleted as needed.
Any Project User will be able to access the templates once created in the Project.
Key Steps:
To create, edit, make inactive or delete a Message Template, follow the steps below:
Access Message Templates:
As an administrator, go to Admin Settings > Account Configuration and select Message Templates.
Screenshot shows the location in the Admin Menu > Account Configuration > Message Templates
The Message Templates interface is shown in a grid format, with a radio button toggle to show Group Mail or Interaction Templates. You can edit existing templates or create new templates from this interface:
Screenshot shows the Message Templates interface, with the menu location outlined, an arrow pointing to the Add Template button and the edit / delete icons circled to the right of a message template row
To create a New Template:
Click on the green "Create Template" button in the top right.
Choose between "Group Mail" or "Interaction".
Enter a title for the template and select the appropriate category.
Add a description for the template.
Specify if the template should be the default for new interactions / group mail.
Make sure it is ticked 'Visible'.
Screenshot of the Add new template pop-up window, the visible checkbox is circled, the WYSIWYG editor is outlined and an arrow is pointing to the ellipsis button "..."
Enter key questions or details in the template to guide users in what information to capture (for Interactions) or how to populate the information. Use formatting options in the WYSIWYG (what you see is what you get) editor such as headings or numbered lists, click on the ellipsis "..." button to expand to find rich media and embedding options.
Once all key details are added, click on "Save" to save the template.
Screenshot of the Add new template pop-up window, the Cancel and Save buttons are outlined
Using the Template
To apply a Message Template go to +Create > Interaction or Group Mail. In the record pop-up window, select the appropriate template from the drop-down list of templates available
Screenshot of the Add new Interaction pop-up window with an arrow pointing to the outlined Template Field - it is populated with a template "Phone call received"
Editing an Existing Template
Go to Admin Settings > Account Configuration > Message Templates
Choose the radio button toggle for Group Mail or Interaction to locate the Template you want to edit
Hover over the Template row and click the pen icon to the right of the row to edit
Edit the template as needed
To make the Template inactive, untick 'Visible'.
Click out of the window to save the changes - note there will be a gree tick that shows next to the Message Templates header
Screenshot of the Message Templates interface with an arrow pointing to the edit /delete icons in a hovered row; and with the green saved tick circled nect to the heading in the top left
Notes:
Ensure that all key details are accurately entered in the template to provide clear guidance to team members.
Avoid making the template too lengthy or complex, as it may lead to confusion during interactions.
Regularly review and update templates to ensure they reflect current processes and requirements.
Encourage team members to familiarise themselves with the available templates to streamline the interaction process.
Utilise formatting options like bold headings to make key details stand out for easy reference.
For more help
For more information, to arrange a demo or for product training please contact your Customer Success Account Executive or email [email protected].