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Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

An email template is a ready-made, preformatted email layout that helps you create professional emails quickly. Instead of designing from scratch, you can simply update the template with your own content—such as text, colors, logos, and styles, to match your needs.

Email templates save both time and effort. They are especially useful for:

• Introducing new products or services
• Running marketing campaigns
• Announcing offers and discounts
• Sending seasonal greetings

These templates can be reused or customized for future campaigns, making them flexible and efficient. With templates, you can also reach all your leads, contacts, and partners at once with consistent, well-designed communication.

Email Templates in Vtiger

Vtiger provides an inbuilt template designer that lets you create reusable email templates from scratch. The Email Templates module offers several tools to help you design and customize your templates, including:

• A flexible drag-and-drop editor
• A highly customizable HTML editor
• Simple blueprints
• A merge tag editor

With these options, you can design professional and engaging emails in just a few minutes. You can also add your own images, styles, tags, or even custom HTML code.

The Vtiger Advantage!

• Design templates for campaigns, offers, and discounts, newsletters, transaction processing, monthly updates, maintenance alerts, etc.
• Use our preloaded 40+ templates to create and customize a template of your own.
• 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.
 

Features of Email Templates in Vtiger CRM

The Email Templates editor in Vtiger makes designing professional emails quick and simple. You can:

• Drag and Drop Components: Effortlessly build your template by dragging and dropping elements such as text blocks, images, logos, and more.
• Use the HTML Editor: For more control, you can switch to the HTML coding section to customize fonts, sizes, colors, styles, and layouts.
• Format and Personalize: Add branding elements like company logos, choose styles that match your brand identity, and personalize content using merge tags.
• Use Templates Across CRM: Once created, these templates are saved in the CRM and can be reused for email campaigns or sent as individual emails to leads and contacts.

 

Benefits

The benefits of using Vtiger Email Templates are:

• Design for Different Needs: Create templates for campaigns, newsletters, offers and discounts, transaction updates, monthly reports, maintenance alerts, and more.
• Ready-to-Use Templates: Access over 40 prebuilt templates that you can quickly customize to fit your requirements.
• Flexible Creation Options: Build a new template from scratch using the drag-and-drop editor or work directly with HTML/CSS for advanced customization
• Customizable Content: Add text, images, and style elements easily, and format your content with HTML and CSS to match your branding

 

In this article, you will learn about:

• Creating an Email Template
• Using an Email Template
• Editing an Email Template
• Duplicating and Deleting Email Templates
• Viewing Email Templates
• Reports in the Email templates Module

 

Creating an Email 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:

• 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.  
• 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.
• My templates: Vtiger provides you with free templates preloaded with content under this tab. 
• 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.

Note: 

• The Template Name is available as a link so you can use the right click and open the template in a new tab. 
• 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 will also be available in the Email Templates List View. 

Using an Email Template

Now that you have created an email template, here’s 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. Log in to the CRM.
2. Go to Essentials > Conversations.
3. Click Inbox.
4. Click Compose.
5. Enter or select the following details:
   1. To: Enter the recipient’s email address to whom you want to send the email. Note: 
      1. Type the first three alphabets to bring up the details. 
      2. You also need to select the relevant module in the drop-down beside the search field.
   2. Subject: Enter the subject for the email.
   3. Email Template: Search for the required template using Template Name. You can also search for the template using the Module Name. The email section is populated by the selected email template 
6. Click Send.

The created email template will be sent to the recipient you choose.

Editing an Email Template 

On saving, if you still want to make changes to a template, you can edit the details and add information. You can edit a template by editing the HTML source code in the Source panel on the right side of the screen. You can also Merge tags for each of the selected modules.
 

Editing a template using HTML source code

Know HTML coding, then you can play around with the fonts, colors, etc in your template. 

You can 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.

• The Template Name will be available as a link so you can use the right click and open the template in a new tab. 
• You can:
  • Use the Expand icon to open the HTML editor in full mode. 
  • Expand the sidebar to show the names of the related tabs when you hover.

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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.

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Follow these steps to edit an email template:

1. Log in to the CRM.
2. Go to main Menu > Marketing.
3. Select Email Templates from Marketing Enablement. A List View of Email Templates opens.
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. Place the cursor at the desired location in the body or subject to insert a merge tag. The system displays an alert if the cursor is not placed properly.
10. Click Preview to see how the edited email template looks.
11. Click Save.

 

Note: 

• Always save your template after you have created or edited a document.
• You can use the Created by User merge tag to automatically insert the sender's email signature, which is taken from the My Preferences section of their CRM profile.
• This merge tag can be used across all modules that support email templates. 

 

Duplicating Email Templates

Follow these steps to duplicate an email template:

1. Log in to the CRM.
2. Go to main Menu > Marketing.
3. Select Email Templates from Marketing Enablement. A List View of Email Templates opens.
4. Select the email template you want to duplicate. The Details view of the email template opens.
5. Click the Duplicate icon from the three-dot menu.
6. Change the required details.
7. 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. Log in to the CRM.
2. Go to main Menu > Marketing.
3. Select Email Templates from Marketing Enablement. A List View of Email Templates opens.
4. Select the email template that you want to delete by clicking the radio button.
5. Click the Delete icon. 
6. A confirmation message to delete the template pops ups.
7. Type DELETE in the confirmation box.
8. Click Confirm

The selected email template will be deleted. 
 

Note: 

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

Viewing Email Templates

You can find and view all your templates in the List View by going to Marketing > 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.
• Assigned To: Displays the user responsible for the email template
• 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.
• You can also use the Search by option to search for a template. You can search for a template based on the name, subject, sent to, emails that were opened and the links that were clicked on. 

 

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.

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.