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Email Templates

Want to create personalized email templates? This article will tell you how.
Bindu Rekha Babu
28 Feb, 2023 - Updated 1 year ago
Table of Contents


An email template is a predesigned or preformatted email that you can use to write your own emails. You can replace the content in the template with your own, including text, colors, designs, logos, and style. Email templates save time!
Using templates, you can quickly create or design emails to: 

  • Introduce new products, or services
  • Create new marketing campaigns
  • Announce offers and discounts, and even,
  • Create season’s greeting
Vtiger gives you an inbuilt template designer using which you can create reusable email templates from scratch. Moreover, each of these templates can be reused or redesigned for future requirements. As you are creating and editing templates in the CRM itself, you can directly use them to write and send emails to all your leads, contacts, and partners at the same time.
Our Email Templates module gives you the following options and building tools to customize your templates:
  • Flexible drag-and-drop editor
  • Highly customizable HTML editor
  • Simple blueprints
  • Merge tag editor 

The Vtiger Advantage!

  1. Design templates for campaigns, offers, and discounts, newsletters, transaction processing, monthly updates, maintenance alerts, etc.
  2. Use our preloaded 40+ templates to create and customize a template of your own.
  3. Create a new template from scratch with the drag-and-drop editor, or using the HTML-CSS.

Now, create eye-catching emails in minutes using custom images, styles, merge tags, HTML code, etc.

Our Email Templates editor allows you to create beautiful emails in just minutes. 
Want to know what you can do with the email templates module? Then read on...

Viewing Existing Templates

 You can view existing templates in the List view and the Thumbnail View. In these views, you can:

  • View the list of templates.
  • Add new templates using the + Add Email Template button.
  • Change the view to a List View or a Thumbnail View.
  • Edit a template.
  • Preview a chosen template.

The List view is the first page that opens when you access Tools > Email Templates. In the List View, you will see the following information for the displayed templates: 

  • Template Name: Name of the template
  • Subject: Subject of the email
  • Module Name: Name of the module the template is associated with
  • Tracking status: In the List view of the Email Template, you can track email templates by using the following statuses
    • Sent: The number of emails that were sent
    • Opens: The number of emails that were opened
    • Clicks: The number of links in the email that were opened

Use the Thumbnail View icon to display the thumbnails of available templates instead of the List View.
In the Thumbnail view, click
 the More icon to perform the following actions:

  • Edit a template.
  • Preview a chosen template.
  • Report: You can track email templates by using the following statuses 
    • Sent: The number of emails that were sent
    • Opens: The number of emails that were opened
    • Clicks: The number of links in the email that were opened
  • Delete a chosen template.

Summary View

  • Selecting an individual record will take you to its Summary View.
  • In the Summary View, you can see the preview of the template, and generate reports about the template.
  • Edit, duplicate or delete a template.
  • Open the template in a new tab.
  • Click on the Deep Dive button to view the details of the email template.
Deep Dive View
In the Deep Dive View:
  • You can see the details of the selected email template record.
  • Edit, duplicate or delete a template.
  • Open the template in a new tab.

Creating a Template 

You can create or choose default templates for sending out emails. While Vtiger provides you with preloaded templates, you can customize them further by editing the content in the content editor section as well as the Source Code panel using HTML code. You can also create a template from the Email Campaigns module.

You have different options for creating email templates:

  1. Themes: Vtiger comes preloaded with more than 50+ theme-based templates like holidays, education, promotional emails, product-related emails, etc. The themed options show you exactly how your emails will look after you create them.  
  2. Blueprints: Select one of the available blueprints to create a template of your own. Blueprints provide you with a basic view of how content can be presented in your emails.
  3. My templates: Vtiger provides you with free templates preloaded with content under this tab. 
  4. By coding: You can create your templates by using HTML code. You can either write your own code or copy the code from existing templates before editing it. You can import an HTML file directly instead of typing out your own code.
Want to try your hand at creating a template? Then, follow these steps to create one:
  1. Click the Menu
  2. Click Tools
  3. Click Email Templates
  4. Click + Add Template on the top right corner
  5. The Select Template window opens
  6. Select one of the options from the following:
    • Themes
    • Blueprints
    • My templates
    • By coding

Note: Based on the option you select, the content editor window displays the title, content sections, and actions (buttons) that can be edited. You can also the source code and merge tags on the panels to the right of the screen.

Follow these steps to create your own template after you have selected the template option:

  1. Select the name from the Template Name drop-down.
  2. Click the available thumbnail on the screen.
  3. The Duplicate Template window opens.
  4. Select the name of the module you want the template to be associated with, in the Module Name drop-down.
    • Note: Give a name to your template and select a module from the drop-down list that is relevant to your Campaign. For example, select the Contacts module to send Payment details.
  5. Add a description of the template in the Description field if required.
    • Note: The template name and the subject are taken from the thumbnail you have selected. 
  6. Add the content of the template in the content box.
    • Content can be text, images and/or hyperlinks.
    • You can customize the template by editing the text using a web text editor, adding the content, modifying the styles and adding merge tags. You can also add emojis to your template.
  7. Source Code panel - after you have added content, you can also edit in the source code panel on the right. 
  8. Merging Tags - You can use this section to merge tags of modules and field names to the template.
  9. Click Save.


  • You can import an HTML file from your system and personalize it as required.
  • All your personalized templates will be saved in the My Templates folder and also appear in the List view for selection.

Using an Email Template 

Now that you have created an email template let us see how you can use it in your email. We can use the template in the compose window of the different modules. For example, the Contact module, for Email Campaigns, etc.
Follow these steps to insert an email template into your emails:

  1. Go to Essentials
  2. Go to Conversations
  3. Click Inbox
  4. Click Compose
  5. Enter details in the To field by using the search option
    • Note1: Type the first three alphabets to bring up the details
    • Note2: You also need to select the relevant module in the drop-down beside the search field
  6. Click Email Templates
  7. Search for the required template using Template Name
    • You can also search for the template using the Module Name
  8. The email section is populated by the selected email template 
  9. Click Send

Editing a Template and Merging Tags

On saving, if you still want to make changes to a template, you can edit the details. While editing, you can not only add information but also merge tags for each of the selected modules.
Note: The Preview option in the Edit view of the template will show the template in the Desktop and mobile views.

  • Editing a template using HTML source code:
    • You can edit a template by editing the HTML source code in the Source panel on the right side of the screen.
    • You can either code your own template or import the HTML file from your system. You can add multiple links and images and format the document without worrying about distortion in the final document.
  • Merging Tags:
    • If you have defined tags for your modules, then you can use the Merge Tags section to add tags.
    • Selected tags are added to the Subject section.
    • Always include fields of the associated module as well as general fields such as Current Date and Time, Company Details, Portal Details, etc. in the template.

Follow these steps to edit a template and add tags:

  1. Click the Menu.
  2. Click Tools.
  3. Click Email Templates.
    • The List view displays all the available templates.
  4. Select the template you want to edit by clicking on the radio button.
  5. Click the Edit icon.
  6. Edit the required details.
  7. Edit the email section.
  8. Use the HTML Coding section to make detailed edits.
  9. If you are merging tags: Place the cursor at the desired location in the body or subject to insert merge a tag. The system displays an alert if the cursor is not placed properly.
  10. Click View in browser to see how the edited email template looks.
  11. Click Save.

Note: Always save your template after you have created or edited a document.

Duplicating Email Templates

You can duplicate email templates by following these steps:

  1. Click Tools.
  2. Click Email Templates.
    • The system displays the list of available email templates.
  3. Select the email template you want to duplicate by clicking on it.
    • The system takes you to the details page.
  4. Click the Duplicate icon.
  5. Change the required details.
  6. Click Save.  

Deleting Email Templates

Before you delete an email template, you should know the following:

  •  Deleting an email template will also delete its report of usage, opens, and clicks. The email template cannot be restored after deletion.
  • Deleted email templates will not be stored in the Recycle bin.

Follow these steps to delete an email template:

  1. Click Tools.
  2. Click Email Templates.
  3. Select the email template you want to delete by clicking on it. The system takes you to the details page.
  4. Click the more (⠇) icon.
  5. Click the Delete icon.
    • The system displays a confirmation pop-up window.
  6. Type DELETE.
  7. Click Confirm.

Note: Deleted records will be kept in the recycle bin and cleared after 30 days. Please type DELETE and click on Confirm. Email templates cannot be restored after deletion. Once templates are deleted, you cannot use them or create reports on usage details (Opens, Clicks, and Sent). 

Reports in the Email Templates module

Did you know you can generate reports by using email template records? Using these reports, you can see the following metrics on Direct Emails and Email Campaigns that you have sent:

  1. The number of emails sent, opened and clicked on.
  2. Details about Direct Email and Email Campaigns.
  3. Pie chart representation of the template used details.
Follow these steps to display a report from an email template record:
  1. Click the Menu icon.
  2. Click Tools.
  3. Click Email Templates.
    1. The system displays the list of available email templates.
  4. Select the template for which you want to view a report.
  5. The system displays the Summary View.
  6. Click the Reports icon on the right side of the screen to display the reports.
  7. Click the records link under the ‘Direct Email Details’ to open the related contact records in the Deep Dive view in a new tab.
  8. Click the records link under the ‘Email campaign details’ to open the related Email Campaign records in a new tab.

You can also use the Print Chart icon of the report window to:

  1. Print a chart
  2. Download PNG/JPEG image
  3. Download PDF document
  4. Download SVG vector image
You can also download the template usage details in the CSV format under the Sent, Opens, and Clicks in the Report tab.

Publishing Email Templates
  • You can now publish Email Templates in Vtiger Marketplace. 
  • The published templates will then be available from the  Add-Ons page to download and use them.
  • This is available only in the Developer edition. 
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