Using preset emails

In any organisation there are certain emails that keep getting sent. Welcome emails to new visitors. Invitation emails to certain events. And what often happens is that they get re-written over and over again. By using the Preset Email functionality you can avoid this fate!

Using preset emails

When you compose an email, there is a Preset Email option to the right of the Send email window. This option only shows if at least one Preset Email has been previously prepared. Selecting a Preset email from the drop-down list will copy it into the Send email "compose window", ready for you to further edit before sending, if you wish.

Preparing preset emails

You can easily create your own Preset emails. For administrators, click into the Presets section within the Administrator area. Here you will see a list of Presets that are visible to you...

...And for users, access your user area by selecting your user account from the drop down list in the top-right corner (located just above Log out). Next, click into the Presets section. Here you will see a list of Presets that are set as visible to you - either those you have previously set as visible to Just Me (i.e. your own presets) or those that are visible to you because you are a member of one or more User Groups. You will also see "system" presets, like the Consent Request preset, which are visible to all users.

To add a new Preset email click Add email.

You'll now see a blank Add email pop-up ready for completion. Give your preset a Name that you'll easily recognise when you need to use it (e.g. Newcomer Dinner Invitation). Enter the From Name and From Email - these are used as the default sender any time 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, if the Preset is being sent by a ChurchSuite user, the message will use the From Name and From Email selected by the user in the 'email compose' pop-up, not those set in the Preset.

Give the Preset email a suitable Subject. You can also choose styling options from the Style drop-down list, choosing between Plain text, Branded Slimline, Branded Header and any of your other Brands (see related support article for adding Brands). Note also the Visible to option. By default, Presets are visible to and available for use by All Users. You can optionally restrict a Preset's visibility to Just Me (i.e. you, the author), or to one or more User Groups - see the related support article for further information on User Groups.

Now you can type your email message into the Contents section, perhaps using Merge Fields if you wish to use personalisation - simply position your cursor in the message content where you'd like personalisation added and then select one of the Merge Fields from the drop-down list. You can even select one of your existing Preset Emails as the basis for your new preset email.

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 720 days (2 years) from the date of upload, after which time they are automatically deleted. This means you will need to re-upload images/files that you've embedded to attached to preset emails.

You can Save the Preset at any time, perhaps to return to make further changes later. From the Preset's "View" page, note the options to Duplicate, Edit or Delete the email. You can also select Send test - perhaps to send yourself the email so that you can visualise the message in your email application, just like your recipients will see.

The newly-created Preset is added to the list of Presets. The Search option can be used to quickly filter and find a particular Preset within a long list - as you type in the search box the list of matching results will auto-filter. Notice also the options to View, Duplicate, Edit and Delete on the Action menu. Note that "system" presets cannot be duplicated or deleted, but they can be viewed and 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 also be being used in Flows and in a module's settings for 'success' email notifications.

Finally, you can also create email Presets "on the fly" - when composing a message it's often the case that you want to be able to save the message you've written so that it can be used again. Having composed your message - and before you click Preview Email, click Save will save the preset exactly as it is. A new version is saved with a sequential number added each time you click Save.

Presets saved in this manner are created with visibility set to Just Me i.e. they are private to you as the creator only. If you wish to make your Preset more widely visible, follow the instructions above to Edit your Preset email and amend the Visibility restriction. Presets are saved using the email Subject as the Preset Name. Click Manage to navigate into the Presets section in a new browser tab.

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