Email Templates (and also
Snippets) can be created by anyone, and either kept private or shared with the rest of the team - a great way to save time and ensure that everyone on the team is contacting clients using the same high standards of communication.
Templates
A template is a pre-written email which is personalized before sending out to your contacts. Using templates saves you from having to write and rewriting emails; for example, follow-up emails after a meeting, or sending out boilerplate information about your company. These templates are shareable with your colleagues and can free up valuable time for you to focus on more important tasks.
Creating a Template
Creating templates is easy using Membrain's Template Creator. While composing a new email:
- Click on "Load Template" to the right of the toolbar, and press "New Template"
.
- Give a name to your template, categorize it, choose who you'd like to make it available to, and enter a Subject.
- Start typing in the main body of the email. This is where you add the magic to your template.
- Insert snippets to quickly insert commonly used text and save time typing. Simply press Ctrl+ s or the quotation mark icon on the toolbar to use a snippet and it will be inserted into the main body of the email.
- Insert personalizations to target individuals when you use this template.
- Include useful content from the Content Hub, e.g. a case study, link to your website or a video. Simply search for what you're looking for in the black Content Hub panel to the right and insert it into your email
- Or manually add a link or attach a document
- Once you're happy with your template, click save. It will now be available for you or or your team to select from the template list.
For more information on creating templates, watch the video tutorial available in System Setup - Productivity and Collaboration - Email Templates.
Personalizations
Personalizations are placeholders, configured as you create your template, that can be automatically populated with specific information from Membrain before an email is sent. A few examples of personalizations might include Recipient First Name, Sender Phone Number, Signature, etc., but as a matter of fact, you can autopopulate just about any piece of information you capture inside Membrain, including from custom fields found within a Prospect, Sales Project or Account Growth Project.
When emailing a group of recipients using personalizations, it's important to understand the difference between the BCC and Unique options for sending
- When using any personalizations, always use the "unique recipients" option, unless you're sending to just one person. Unique recipients will not see each other's email addresses, nor the personalized information related to anyone else.
- BCC cannot be used for personalizations at all and should be used mostly to keep a colleague or similar up to date on something, and when you don't want the main recipient to see that you're adding that recipient.
Note: In order to use personalizations in your email subject, you will have to insert the code value for the personalization in the subject line. Follow the demonstration below to see how you can take your email customization to the next level in Membrain.
Embedded AI Prompts
Embedded AI Prompts allow you to include AI-generated content directly within an email template. Instead of creating static content or relying solely on personalizations, you can insert an AI Prompt that generates content dynamically when the template is loaded.
To add an Embedded AI Prompt, click the Insert 
button while editing a template and select Embedded AI Prompt. You can then choose the AI Prompt you want to include. Within the template editor, the prompt is represented by a placeholder image indicating where the generated content will appear.
When the template is loaded into the email composer, the AI Prompt is evaluated and the generated content is inserted directly into the email body. This opens up a whole other layer of the insight engine, allowing you to create emails automations that generate content based off of your CRM data.
Because Embedded AI Prompts are generated when the template is loaded, they cannot currently be previewed while creating or editing the template.
Note: Embedded AI Prompts are supported when email templates are loaded manually in the email composer, through process steps, and in Automations. When used in Automations, the template must have access to a project context in order for the AI-generated content to be created successfully.
Editing and Copying Templates
To edit or make a copy of a preexisting Template, just hover on the template name in the template list until you see the pen icon and click on it. This brings you into the template editor where you can make your changes and save the original, save a new version with a new name, or delete the template.
Using Templates
To write an email using a preexisting template, click on New email from the email icon in the toolbar, or click on an email address anywhere in Membrain.
From the Email Composer window:
- Click on "Load Template" to the right of the toolbar.
- Choose which template you would like to use, and the predefined email template will load to your email. Loading an e-mail template will replace any subject or content you may have already typed.
- Add your recipient or recipients. You can edit or add additional text to this email, attach a file, or use any other features available to you before you send it.
- Click send and this email will be sent to all recipients
