Email Templates
Email templates define the sender, subject, and message body used when distributing files. There can be an unlimited number of templates in the service. Upon account registration, one email template is created automatically.
Creating a Template
To create an email template, go to “Emails” - “Email Templates” and click the corresponding “Create Template” button. A new template will be created.
Email Sender
The “Sender” field allows you to specify which sender will be used for the email. Your account may have one or several senders. The sender determines who the email is from, the reply-to address, and the email design. You can adjust sender settings in the email settings.
Email Subject
The subject line should clearly indicate what the recipient can expect in the email. Including the name of your organization or event in the subject is a good practice.
Email Body
The email body should explain what file is attached and the reason for the email. Provide detailed information about the event, the attached file, and how to contact the sender. You can also include instructions on what to do if there are errors or typos in the file.
Both the subject and body of the email can include variables from the attached file, such as %name. When sending emails to more than 30 recipients, it is mandatory to include at least one variable in the email text to generate the files. Personalizing emails with variables enhances deliverability, as each email contains unique content, making them less likely to be marked as spam. Additionally, recipients are more likely to open emails that address them by name in the first lines. With the help of Word Form functions, you can automatically determine the recipient's gender and separate first names from full names.
The variable %image is used to insert a JPG preview of the attached file into the body of the email. The full-quality file will still be attached to the email, allowing recipients to download it to their devices.
Edit Widget
If desired, you can include a link to an edit widget in the email. The widget can either be hosted on a separate website or accessible via a simple link. If there is an error in the file, the recipient can click the link in the email to correct the mistake themselves and receive the updated file. Learn more about the edit widget.
Sending Multiple Files
When the “Create Files” window specifies that emails should be sent after all files are generated, or when sending emails manually from a folder containing multiple files with the same recipient’s email address, those files will be sent in a single email. However, there are a few limitations when sending multiple files:
- The email size cannot exceed 10 MB. If it does, the files will be sent in multiple emails.
- Variables in the email will be replaced with text from the first file in order. For example, the %image variable will display the image from the first file, even if multiple files are attached to the email. The same applies to other variables and the edit widget link.