Using preset emails

In any organisation, certain emails are sent time and again. Welcome emails to new visitors. Invitation emails to certain events. Emails requesting parental consent. However, what often happens is that they get rewritten over and over again. By using the Preset Email functionality you can avoid this fate!

Using preset emails

When composing an email, you have the option to select from a list of Preset Emails. This option only shows if at least one Preset Email has been previously prepared. Selecting a Preset email from the drop-down list will populate the message into the Email Composer ready for any further edits before sending.

Preparing preset emails

You can easily add or manage Preset emails by selecting your user account from the drop-down menu in the top-right corner (located just above Log out). Next, click on the Presets section (note that Administrators will see more sections than Users will see, but both will have a Presets section).

Here you will see a list of Presets that are currently set as visible to you - those previously set as visible to Just Me (i.e. your own presets), those that are visible to you because you are a member of one or more User Groups (i.e. restricted visibility presets) and those that are visible to All user group (i.e. unrestricted presets). You will also see "system" presets, like the Consent request and My ChurchSuite invitation presets, which are visible to all users (distinguished by the 'ChurchSuite' Template and Visible To 'N/A'). To add a new Preset email click Add email.

On the Add email pop-up, enter a suitable Name that you'll easily recognise when choosing preset emails in the future. The Visible to determine which module users can see/use this preset email - All users (the default), or you can restrict visibility - to Just Me (i.e. you, the author), or one or more User Groups - see the related support article for further information on Restricting visibility with user groups. The From Name and From Email are used as the default sender details whenever the preset is sent by the system in the background e.g. as a 'success' email in response to a successful submission of a My Details form. However, for Presets sent by module users, the message will use the user's From Name and From Email and disregard the details set for the Preset. Add a suitable Subject. Select a Template, choosing between Plain, Branded Slimline, Branded Header or any of the other branded templates available - see the related support article for further information on Using brands).

You can type your email message, perhaps using merge field personalisation - position your cursor in the message content where you'd like personalisation added and select one of the Merge Fields from the drop-down list. You can even select an existing Preset Email as the basis for the new preset email - click the ellipses to reveal the second row of HTML Editor tools.

A note about embedding images and attachments

ChurchSuite uses a third-party tool for uploading files and images that are to be attached or embedded into emails. Uploaded files are retained for 3 years from the date of upload, after which time they are automatically deleted. This means you will need to re-upload any images/files that you embed or attach to preset emails.

You can Save the Preset at any time and return later, perhaps to make further changes. From the Preset View, note the options to Edit, Duplicate or Delete the email, or select Send test, perhaps to send to yourself to visualise the message in your email application, just like your recipients would see.

The newly created Preset is added to the list of Presets. The Search can be used to filter and find a particular Preset within a long list. Notice also the preset Actions to View, Duplicate, Edit and Delete. "System" presets, like the Consent Request and My ChurchSuite Invitation presets cannot be duplicated or deleted, but they can be edited.

When deleting a Preset email, make sure it isn't being used elsewhere within your ChurchSuite account - perhaps by users of a 'site' that you don't have access to. Preset emails may be being used in Flows and Forms, and a module's settings for 'success' email notifications.

Finally, you can also create email Presets on the go. When composing a message it's often the case that you want to be able to save the message you've just written so that it can be used again. Having composed a message - before you click Preview Email - click Save to add the email as a new preset. A new version is added (with a sequential number) each time you click Save.

Presets saved in this manner are saved using the email Subject as the preset Name and added with visibility set to Just Me i.e. they are private to you as the email composer. If you wish to make a private Preset more widely visible, follow the instructions above to Edit the Preset email and change the Visibility restriction. Clicking Manage takes you to the Presets section in a new browser tab.

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