Pipefy Features: Creating a New E-mail Template

Last week I told you all about how you can use Pipefy’s amazing E-mail Templates feature to automate your marketing efforts and I’m pretty sure I got you up on your feet, desperate to try it out. If you’re thinking this post is going to be one of those technical, step-by-step illustrated boring guides…you can stop reading right now! (just kidding, don’t go anywhere!)(That’s why we have the feature help contents for, right? I’m joking, our help contents are not even a little bit boring, they even have videos, it doesn’t get much better than that!)

I’m here to guide you through the most commonly mistakes made in creating and configuring a new e-mail template, as well as a “bonus content” on my all time favourite – dynamic content.

Creating a New E-mail Template: A Two-Step Process

First of all, relax, breathe in, out. Don’t panic – I’m only starting out by saying it’s a two-step process to make sure you don’t jump straight to step 2 and think there’s something wrong with your pipe when there’s absolutely nothing wrong – seat back, relax and let me tell you why, ok?

The first step is actually creating the new e-mail template, on your Pipe Settings. It may seem kind of weird reading it, but I’ll make my point. Then, you have to configure the e-mail template, on the Phase Settings. See where people mix things up? Going straight to step 2? I’ll tell you why there are two steps:

  • E-mail templates are created on your Pipe Settings so they’re available to be configured on all your Pipe’s Phases – if they were created directly on the Phase Settings, whenever you wanted to send the same e-mail from two different phases, you’d have to create and configure it twice – by creating the template on your Pipe Settings, we avoid that;
  • When you try to configure a new e-mail template without having created an e-mail template first, you’ll see an empty list when you try to select the template to be configured (and it couldn’t be any different – how could you select an e-mail you haven’t even created yet?);

configure new e-mail template blank

  • The e-mail templates that come with Pipefy’s Process Templates are EXAMPLES: They’re not ready to be sent out, their dynamic content is configured to the original pipe they were created at (every time you clone a pipe, the dynamic content values change – therefore, the e-mail templates need to be edited) and they’re all set out to be sent to the card’s creator so don’t be surprised if you receive an auto-sent message from a template – that’s how they’re set up!

These are the most commonly faced mistakes, when creating/configuring a new e-mail template. I won’t get into the technical steps and instructions because they can all be found here (on our knowledge base, video included).

What I will talk to you about, though, is one of my favourite things about e-mail templates, which I already told you a little here: dynamic content, and how you can use it to your benefit when creating/configuring a new e-mail template.

Why should you use Dynamic Content when creating and configuring a new e-mail template:

First of all, let me start by asking: is there any reason why you wouldn’t want your e-mails to be customized with your pipes/fields information? Any reason whatsoever you wouldn’t want to make your process automated by automatically fetching the information you inserted on the Start Form, such as your customer’s name, e-mail, among other data you may want to include on your communications? Yeah, I didn’t think so.

Dynamic Content can be used both when creating a new e-mail template (to personalize the content, addressing the customer by name, inserting specific information about a helpdesk ticket, among many other possibilities – if the information was inserted on one of your phase’s fields, it can be retrieved and inserted as dynamic content) and when configuring it (you can personalize both the sender – using the card’s creator or assignee information, for example – and the receiver’s information).

I know that, by this point, you’re probably sold so I’ll let you get down to business and start creating and configuring your very own e-mail templates!


Automate your Processes with Pipefy!

Try Pipefy! We help companies keep organised and more productive by running their processes and day-by-day routines on an easy and intuitive tool, making them leave in the past inefficient manual forms, spreadsheets and email threads.

Pipefy allows you to automate simple tasks through the use of very useful management tools, such as e-mail templates.

Free Process Templates!

Written by Isabelle Salemme, Product content manager at Pipefy. She uses her extensive Pipefy knowledge to write informative pieces teaching users to make the best of Pipefy. Besides being responsible for all product-related content, she's an avid reader, a coffee lover and a professional photographer.