Email Template - Formatting Options

• To add Merge Fields

• To add Images/Logos

• To add website links

In order to complete this task, user permissions must be set to include:

Agency Setup > Correspondence Templates

See User Permissions for more information.

The HawkSoft Letter Editor opens when creating correspondence templates in HawkSoft.

1. Click the  Setup icon, and then select Correspondence Templates.

   The Correspondence Templates dialog opens.

2. Select the Email side-tab to add or edit an email template.

3. Optional: Click Add to add a new template, then enter a new for then template and click OK.

4. Select a template, and then click Edit to modify an existing template.

   The Email Template Editor dialog opens.

The following steps assume you are creating or modifying an email template and have the HawkSoft Email Template Editor dialog open.

Merge fields are used to insert information from client or policy files into correspondence at the time it is generated.

For example: You can insert a Policy Number merge field into an email template, and then when you create an email, the Policy Number from the selected policy prefills where you inserted the merge field in the template.

Some field selections activate the Merge Field Properties dialog. Follow on-screen prompts to insert the field.

1. With the Email Template Editor open, position your cursor where the merge field information should appear, and then click Insert > Field from the editing menu bar.

   The Select Merge Field to Insert dialog opens.

2. Select a field from the list.

   Use the Filter Fields and Filter Category to quickly find a field name.

3. Optional: If available, select a capitalization format for the field from the Formatting drop-down list.

   • Proper Case – The first letter of each word is capitalized.
   • Upper Case – All letters are capitalized.
   • Lower Case – All letters are lower case.

4. Click Insert.

   The merge field is inserted in your template and the dialog stays open to add more fields if necessary.

5. Reposition your cursor to insert another merge field, as needed.
6. Click Close to exit the Select Merge Field to Insert dialog when all fields have been inserted.

To add User Input fields

A User Input field provides a "placeholder" for the user to enter information that cannot be automatically merged from a client or policy. When a user selects an email template that contains a User Input field, they are prompted to insert specific information before sending the email.

1. With the HawkSoft Email Template Editor open, position your cursor, and then click Insert > Field.

   The Select Merge Field to Insert dialog opens.

2. Select User Input from the Field list.

3. Enter the expected user input in the Description field at the bottom of the dialog.

   Example: If you enter "Need By" in the Description field, this description appears as a prompt to the user.

4. Click Insert.

   The merge field is inserted and the dialog stays open to add more fields if necessary.

5. Optional: With the User Input field still selected, you can change the Description, and then click Insert to update the user input field.

6. Optional: Reposition your cursor to insert another Input field, as needed.

7. Click Close to exit the Select Merge Field to Insert dialog when all input fields have been inserted.

To format merge fields

Edit the font, font size, or color

1. Highlight the entire field, including chevrons: <<text>>.

2. Modify the field, as needed.

   Use the Format menu or toolbar icons to apply formatting and edit the font, font size, or color.

   

3. Click Save when all changes are made.

Delete a merge field

1. Highlight the entire field, including chevrons: <<text>>.

2. Press Delete on your keyboard.

3. Click Save when all changes are made.

1. With the Email Template Editor open, position your cursor, and then click Insert > Image.

   The Image URL dialog opens.

2. Enter the image URL.

3. Click OK.

You can use any text or an image to create a clickable link to a website.

See above for steps to add an image, and then follow the steps below to create a link for your image.

1. With the Email Template Editor open, highlight the text or image to be used for the link.

   You can use your mouse to click-and-drag to highlight text or an image. Alternatively, you can click next to an image, then use Shift + Arrow Key to highlight it. If your image is selected, it will be highlighted in blue.
   

   

2. Click Insert > Hyperlink.

   The Hyperlink dialog opens.

3. Select the hyperlink type from the Type drop-down list.
4. Enter the web address in the URL field.
5. Click OK.