Introduction
A communication template is a predefined format or structure used to create consistent and standardized messages for various communication purposes. This article would help to understand how to create these templates in our system.
How to Create a Communication Template?
To create communication (Email/SMS) templates:
- Navigate to "Template Manager".
- Click on "Manage Communication Templates" in the left main navigation menu.
You will see an option called Create Template on the top right corner of the screen. After clicking on it, you will be seeing all the details to be filled such as:
Template Name: You can give any name to the template so that you can easily find them for later usage in mapping. Like for example, you can give a name for an Email template for unverified leads then you can name the same as “Unverified leads”.
Select College Name: Select the college under which you want to create the template.
Template Applicable for: You can choose among the options available for where it can be mapped for;
- Leads - When template to be sent to leads
- Applications - When template to be sent to applicants
- Resubmit Application - When template to be sent for Re-opened application
- Raw Data - When template to be sent to raw data
- Recommendation Data - When the template is created for the Recommendation module
- Widgets - when a template is to be sent from a specific widget
- Payments
- Exam Data
- Spoc Person Data
You will be having all these options to create a template for and map them respectively. For example, you cannot create a template for applications and map it under lead-specific automation or in LM while sending communications manually, or when you create templates for widgets, you can only map for that particular widget.
Template for:
- SMS
- Voice SMS
- List SMS
- List Email
- Segment SMS
- Segment Email
- Exam Email
- Exam SMS
- Notification
We can choose any of these options for the type of template and map them accordingly under Email or SMS etc
Nature of template: By Transactional channel and Promotional channel. If we want to use templates in the marketing automation then the templates have to be opted as promotional.
Subject: Enter the subject line for the templates.
Subject mapping: We can choose the tokens from here in the subject line.
Content:
The content is the body of the Email/SMS. The above image shows the options/helping aids while writing the content.
[T] - this is where you will find the token to be used in the content. Tokens will differ when you create a lead or application template.
The next option is to choose the image option to add the image to the content.
The source button will show the code that has been written for the template.
You can also copy the template from previously created templates and you edit the content of templates according to the requirement.
For the templates which are already created in a particular institute, you can choose the duplicate option to copy the template.
The preview option shows a quick look at the templates that have been created instead of opening.
You can attach the file in this option of “Attach Files” but the file should be within 5MB. For example, if you want to send the college brochure along with the templates, you can attach it here.
SMS Template: In the case of SMS templates, you'll have to choose as "SMS" in the applicable template and write the SMS's body in the "Content". For the personalized content, you can choose the tokens from the option below-called Mapping. Tokens like college name and register name and so on.
For the maximum of 160 characters, the SMS credit will be considered as 1.
Please NOTE: The SMS character count here is exclusive of the token being used.
Lastly, you can select the users to whom all the templates you have created should be visible and we assign them accordingly. And SAVE the template.
-Happy Creating