CRM Email Templates
Email templates are reusable text building blocks for communicating with contacts and deals — e.g. welcome emails, deal-stage updates, or reminders. They're sent automatically by Email Workflows and Drip Campaigns, or can be used manually.
What can I do here?
- Create, edit, duplicate, and delete templates
- Design subject and HTML content with variables (e.g. contact, deal, ticket, company, agent, and system data)
- View a preview (desktop, mobile, code) of the template
- Send a test email to any address
- Create translations for other languages from an existing template
- Filter by type, active status, and language
Step by step
- Click "New" to create a template, or select an existing one from the list to edit.
- Enter the subject and HTML content; use the variable suggestions to dynamically insert, for example, the contact name or deal value.
- Use "Preview" to check how the email looks on desktop and mobile, and send a test email via "Test" if needed.
- Save the template. For another language, click "Translate" and choose the target language — a linked copy is created.
Fields explained
| Field | Meaning | Notes/Effect |
|---|---|---|
| Name | Internal name of the template | |
| Type | Purpose of the template | See "Values & statuses" below |
| Language | Language of this template version | Translation status shows whether German/English exist |
| Subject | Email subject line | Supports variables |
| HTML Content | The actual email text/layout | Supports variables |
| Active | Whether the template can be used | Inactive templates aren't selectable in workflows/campaigns |
| Variables | Placeholders for dynamic content, grouped by contact, deal, ticket, company, agent, system | Automatically substituted when sending |
Values & statuses
Template type (crm_email_template_type)
| Value | Plain-language meaning |
|---|---|
| Ticket Reply | Reply to a support ticket |
| Deal Phase | Sent when a deal changes stage |
| Follow-up | Follow-up email |
| Welcome | Welcome email for new contacts |
| Reminder | Reminder email |
| Escalation | Sent on escalations |
| Manual | Only sent manually, no automatic trigger |
| Ticket Status | Sent when a ticket's status changes |
Frequently asked questions
How do I distinguish templates for German and English?
Via the language filter or the translation status in the template list; missing translations can be generated directly from the source template using "Translate".
Where are these templates actually used?
In Email Workflows and Drip Campaigns as the automatic send content, as well as for manual sending from within the CRM.
What happens if I use a variable that has no value for a specific contact?
Behavior for missing variable values isn't documented in the UI — verify it with a test email before using it in production.