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Creating and Using Email Templates in Pipeliner
Creating and Using Email Templates in Pipeliner

Users can create and share personalised and HTML email templates. These templates can be selected for Office 365 and Gmail.

Updated over a week ago


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 select from a list of personalised templates — including HTML templates — resulting in perfectly formatted emails with the right message for each situation. Users can create and use their own templates and also share them with colleagues allowing standard responses to be sent quickly and easily.


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 integration. See these articles for details of how to enable the relevant integration:

Selecting a template

Once you’ve selected the email address(es) you want to send your email to, click on the “Create Email” button and select from “Standard” or “Mass” as normal.

NOTE: The main difference between a “Standard” email and a “Mass” email is that a mass email will be sent as a separate email to each individual recipient (no recipient will see who else it has been sent to) whereas, for a “Standard” email, recipients will be able to see all other recipients ⤵

Click on the “Use Template” icon. You’ll be able to see Folders that have been set up to help organise templates.

NOTE: If a folder contains a template the icon will show files inside the folder — this is just the same as in the Reports menu ⤵

Click on a "Folder" to open it and see the templates you can choose to use ⤵

Click on a "Template" to use it for your email ⤵

Searching for a template

As you start adding more and more templates, you’ll want to be able to find specific templates quickly rather than browse through many folders or a long list of templates.

When you click on the “Use Template” icon, the default display will be “All Templates”.

NOTE:All Templates” means all templates that you have created and all templates created by other users that have been shared with you. If you don’t have access to a template that a colleague has created, ask them to make sure it’s shared with you!

Clicking on the arrow beside “All Templates” will display the other options ⤵

  • "Created by me" — will show you just those templates that you created

  • Text templates only” — will display just rich text templates

  • HTML templates only” — will show you just those templates where you imported the HTML formatting via another tool

Use the "Search" field to look for a template by partial name ⤵

Managing templates

Click on the “Manage” option in the top right to open up the Email Template Manager ⤵

or you can manage templates from the "Tools" menu. Click on "Email Templates" ⤵

Creating a new Template

Click on the “Create New” icon to add your new template ⤵

NOTE: You can also use “Create New” to add a new folder to help organise your templates ⤵

Types of the template that you can create

HTML template

You, or your Marketing team, can use whatever their preferred HTML tool is to create email templates in HTML. This HTML template can then be imported into Pipeliner so it can then be used by all users that it is shared with.

Click on “Create New” and select “HTML Template” then paste your HTML into “Body”. Add your “Subject” ⤵

Text Template

You can create Rich Text templates using standard text formatting options.

Click on “Create New” and select “Text Template” then type or paste your text into “Body”. Add your “Subject” ⤵

The text formatting options are icons at the bottom of your template — you can add links; use bold, italics or underline, headers, bullets and numbers, alignment and text colours as you would for any other email ⤵

Add an "Unsubscribe link" so contacts and accounts can opt-out of your email communications. Click the "Unsubscribe" button next to the text formatting options to generate a link in your template. You can customize the text if you wish ⤵

Email Personalization

This article has details of how to insert fields to personalize the content of your email templates.

Adding Attachments

Click on the paperclip icon in either a Text or an HTML template to add files to be sent with your template. Upload from your computer or select from an integrated cloud storage solution such as Sharepoint ⤵

When you’re finished, “Save” your changes or “Cancel” ⤵

NOTE: The maximum size of attachments is 30MB

Previewing your Template

Click on the “Preview” icon to see what your email template will look like when you send it ⤵

NOTE: You can switch between previews of the template as it will look when viewed on the Mobile app as well as in the Web app.

As part of your preview, you can select a record in Pipeliner and the preview will then update to display with all the personalised fields completed ⤵

When you’ve clicked on the Preview icon, click into the dropdown field beside it and select a record to use for the preview ⤵

Testing your Template

You can send yourself a copy of the template, pre-populated with data from any record that you select, so you can see exactly what your recipients will receive.

Click on “Test Template” and fill in the email address the test should be sent to and select a record to use for the test ⤵

Managing Existing Templates

Click on the gear icon for any existing template to see the available option which includes "Rename", "Copy", "Share" and "Delete" ⤵

Enabling others to see or change a template

Click on the small gear icon to the right of the template name in the left sidebar and choose "Share" to publish the template for use by your colleagues as well as yourself

The available options are:

  • Private” — keeps a template as only accessible by you as it’s Owner

  • Public” — makes the template available to all users to see and edit

  • Custom” — allows you to select individual users to share the template with as "Editors" with rights to update the template or as "Watchers" with rights to see and use it

NOTE: If you select a Unit name when using Custom sharing, the email template will be available to all users who are assigned to that Unit by your Administrator ⤵

When you look at a template, the icon beside its name shows you the sharing level applied:

  • No icon means the template is “Private"

  • Public” sharing displays ⤵

  • Whereas “Custom” sharing is indicated by ⤵

NOTE: These are the same icons as used to indicate sharing levels throughout Pipeliner.

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