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Personalizing the content of Emails
Personalizing the content of Emails

Users can create and share personalised and HTML Email Templates. Templates can be used with Office 365 and Gmail email integrations.

Updated over a week ago

This article covers the following topics:


Microsoft 365 (Office 365) and Gmail users who have enabled their email integration to Pipeliner can use our Create Email option to send emails directly from Pipeliner choosing a single recipient or a group. Options include “Standard Email” — a single email sent to all recipients — or “Mass Email” — individual emails sent separately to each recipient.

When sending these emails, users can insert fields from Accounts, Contacts, Leads, Opportunities as well as details of the user who is the Sender into your emails (including email templates) to personalize the content.


To send emails from Pipeliner, you must have either a Microsoft Office 365 subscription and have enabled the Office 365 email integration in your Pipeliner user settings or Gmail and have enabled the “Gmail for Sending Emails” app. See these articles for details of how to enable the relevant integration:

Email Personalization

When sending a “Standard” or “Mass” email, as well as when using an Email Template, click on the “Add Field” icon on the right-hand side and select each field you want to insert into your email/email template. 

For more information on creating and updating Email Templates, see this article.
You can add fields to the subject line as well as into the body of the email ⤵

Search by field name and you’ll see that you can insert fields from Accounts, Contacts, Leads, Opportunities as well as details of the user who is sending the email ⤵

NOTE: You can also use the "@" or "#" symbol to quickly access the field list.

Fields will show up clearly highlighted wherever you place them on your email.

Click on any inserted field to "Edit" or "Remove" it ⤵

You can also insert fields into HTML templates. Search for the name of your field and insert it into the HTML template where it will be clearly highlighted within the HTML so you can easily see which field you’re using.⤵

>Dear <ppl-tag data-id="8b4278ff-6585-0e51-95f7-bc6a8f8eb229">Contact.First name</ppl-tag>,</span>

NOTE: You can use the Search option within HTML templates to easily find your inserted fields (or anything else) ⤵

Personalization Markers

When you select a personalized email to send out to one or more recipients, you’ll be able to clearly see if all your fields will be correctly filled in.

Any fields that will not be populated will be highlighted in grey so you can change them if you need to and the Email Personalization icon will alert you that "One or more personalization field can't be filled" ⤵

NOTE: This can happen, for example, if your template includes Account fields but you’re sending the email from an Opportunity. An Opportunity can be linked to many Accounts so a template can’t know which Account to pick.

What you need to do is use the fields that link an Account to an Opportunity so you’d go for the Opportunity.Primary Account Name field (i.e. the name of the primary account linked to the Opportunity). You can see the difference below where Opportunity. Primary Account Name is recognised and will be filled in whereas Account.Account Name will not when this email is sent from an Opportunity

Click on the message to open up the "Personalization" screen to see which records can be successfully filled in and/or to select different records to use ⤵

We’ve made it even easier to manage this by ensuring that the template will use the Primary Contact information when sending an email from an Opportunity. You can also clearly see exactly which Contact’s details will be used for personalization when the email is sent by opening the Personalization screen ⤵

If there are records missing which means that fields that cannot be filled, you can manually select the right record — e.g. the Account — and the fields will be populated by data from the selected record.

When all fields can be successfully filled in, the Email Personalization icon will show in green and the message will notify you that "All Personalization fields can be filled" ⤵

Click on the message to open up the Personalization screen and check (or change) the records that will be used to personalize the email when it's sent ⤵

Personalizing "Mass" Emails vs "Standard" Emails

If you choose to send a "Standard" email to more than one recipient, you need to be aware that you can only use limited personalisation. This is because a single email is sent to all recipients. You couldn't choose, for example, Contact First Name to add to your personalization as there is more than one first name to choose from.  If you forget, you'll receive the prompt below if you try to send a personalized Standard email ⤵

Use Mass Emails instead for this scenario — as each recipient receives their own copy of the email, you can use all the personalization options available.

Linking Emails to Additional Records

Before sending your email, you can also select additional records to link emails to. This allows you to link emails to an Opportunity, for example, as well as to the default Contact (or Account). The Link symbol on an open email will indicate how many records the email is currently linked to. Click on the link symbol to search for and link to additional record(s) ⤵

Make sure to click the "Green Checkmark" when you are finished to add the linked records to the email. Now, this email will be automatically tracked into the appropriate Opportunities!

Adding a Signature

You can create a rich text Email signature and, once saved, it will be added automatically to every email a user sends from Pipeliner using the Create Email function.

Click on "Create Email" and then the "Add Signature" icon ⤵

Type or paste your signature details into the Edit Email Signature box.

You can add:

  • Links

  • Images

  • Use Bold, Italics or Underline

  • Use Headers, Bullets, Numbers and adjust Alignment

  • Add Colours

When you've finished, click on "Save" and your email signature will then be automatically added to all emails you sent out from Pipeliner.

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