Did you Know? Create and Send Template Messages in Raven

How To

Did you Know? Create and Send Template Messages in Raven

I don’t know about you, but I like templates. They are typically easy to use and they are a huge time saver.

In Raven, we use templates to make reporting easy in the Report Wizard.

But did you know that you can also create template messages in Raven’s CRM to assist in your outreach efforts, work more closely with clients and more?

Here’s how to create and send template messages in Raven.

How to create a message template

1. Click the CRM icon.

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2. From the drop-down menu, select Contacts.

3. Click the Message Templates icon.

CRM-message-templates

4. From the Message Template page, click the Add Message Template. Raven will display a modal window where you can start creating your new message template.

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Name: Name your template in such a way that it will help you identify its content later. For instance, if you are inquiring about guest blogging opportunities, you could name your template Guest Blogging.

Subject: This will populate the subject section of the email. Following the example above, you could call it something like Guest Blogging Opportunities.

Message Template: This section will become the body of your email.

Insert menu: In both the Subject and the Message section, you’ll see a drop-down menu. Here, you have the option of telling Raven to display your recipient’s full name, first name, last name, company name or a combination of those. Whatever you choose will be auto-populated with the contact to whom you are addressing your message.

For instance, this is the message saved on the template where {first_name} was selected.

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5. Before you save your template, select its scope:

Global: The template will be available across the account. All users will be able to access it, view it and/or use it.

Profile: The template will be available only for the sites under the Profile in which it was created. All users who have access to that Profile will be able to access it.

Private: The template will be available only to you.

6. Click the Save button. Your template will be saved and listed on the Message Templates page.

To edit or delete your template, simply click the gear icon next to it.

CRM-edit-message-template

How to send a template message

From your Contact list, select the contact to whom you want to send a message and click the New Message button. You can only select one contact at a time, and you’ll need to choose a contact for whom you’ve entered an email address.

You can also choose to open the Messages tab. If you have sent any previous messages to that particular contact, you will see them listed here.

CRM-send-message

When you click the New Message button, a window will pop up. From the Message Template drop-down menu, select the template you would like to use. This will auto-populate the Subject and Message sections you added in the template process above. The email field will auto-populate as well. If you’ve listed multiple email addresses for your contact, you’ll be able to select the one you want.

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Once everything is to your liking you can either save your message as a draft for later editing or send it by clicking the Send Message button.

When you click the Send Message button, your default email program will open and you’ll be able to send the message through it. Raven does not send the email for you , so make sure you have a default email client set up on your computer.

To show how this works, I sent the message to myself with my default client set to Gmail. When I open my Gmail account, the message is there sitting in my inbox.

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Any messages you send are saved and can be viewed in the Message tab of each contact.

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Are you using template messages? If not, you should give it a try!

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