Better, clearer organization of email templates
We'd like to improve the current workflow of creating and using email templates. In this thread we've collected all the comments we've found about email templates and merged related threads. Feel free to add more ideas.
Here are the most common wishes:
1. Sort templates into folders,
2. Full display of long filenames,
3. Sorting and search
4. Save without quiting
Nancy Seley commented
I would love to put older templates into a folder so all I have to sort through is current year's templates and be able to search older templates that have been saved by years. I currently name my templates with the year first, but having so many, some of which I used again, would be wonderful! I've been waiting 5 years for this to occur. It seems like a simple programming ability, so please, please, update this ability soon!!!!
Sandy Runyon commented
Need the ability to file email templates in folders for work efficiency. Different templates are used for different requests and it is frustrating having to search for templates when needed. Although the system can list them alphabetically this means you have to remember template names, having them in folders would allow for organization to know where to get the respective template.
Joan Lockhart commented
It would be really helpful if we could create folders for templates, by subject, year, etc. Please consider this! Thanks. Joan Lockhart, Nauset Newcomers. And please get rid of that question that asks if you want to work on the last saved or archived version. With several people woking on a newsletter, it wreaks havoc and has caused us to inadvertently lose the work the other person dis!
Dan Clements commented
Please add a simple #5 item to the common wishes list:
5. Quit without saving
Maybe just change 'Save and Exit' to Exit and then ask 'Exit without saving'?
Alex Sirota commented
We use email templates as the actual start for one particular email. So there’s a real template and then then copy of the template as an instance for a particular month. We do this to create a web version of the email. Then the email is created from this monthly template. It would be really useful to be able to even sort the templates by date created. Folders are already possible by moving them into a folder in the files manager so there’s a workaround for that. Of course once they are in the sub folder in the email templates folder they aren’t usable as email templates anymore. That’s just for archiving.
Jake Haralson commented
Please, yes, add a feature that allows better organization for email templates. Our organization is doing monthly webinars. We use the same template for each month and need to save them monthly. It's going to get crowded....quickly.
Carol Hasenberg commented
Sort or file by source of (manual) emails.
This is a request for the ability to add the option of sorting emails into folders. It would be very helpful to be able to have more control over how templates are sorted, it would make finding a specific template a faster process.
Jim McGee commented
Make EASIER to change the template thumbnail!!! Please.
Yes! This is a huge design flaw. Please update
Elisabeth Callahan commented
As our list of templates for various ad campaigns grows, it is harder and harder to find the template we are looking for. Plus the fact that Wild Apricot displays only 26 characters of the template/file name makes it even more frustrating to search for a particular template.
We strongly request Personify/WA to display a longer template name (when the cursor hovers over the filename) and to give us the option of organizing our templates into folders for the sake of better organization and faster searches. Thank you very much
Is there an update as to when the sort templates into folders might be added? I'm losing my mind here
Naomi Uchida commented
I like to request a function of adding folders to organize email templates. We have many templates but they can not be deleted. Although we try to organize by labeling in a systematic way, it is becoming difficult to find template when we need to use one. Finding a template became a project!
It would be nice if we can add a folder so the template page does not look so crowded. We can make subfolders by year, by workshop, and so on.
Please let me know if this is something you can do to help our challenges.
skifivewinds (memberships) commented
We're all so used to the "File Explorer" presentation and ability to manipulate and work within that (sort, rename, assess last date of use etc.). I don't know if it's feasible to work with your templates in this manner, but that's what I'd like!
Thanks technical support, for the link to this wishlist page!
Ohio ACTE commented
Email templates should be searchable, and/or you should be able to sort by date created, date last used, name, etc.
We would like to be able to sort templates into folders and have a variety of sorting options like: newest to oldest, oldest to newest, alphabetically and reversed alphabetically.
Nancy Seley commented
In order to find my templates, as I create (duplicate) a new template each month for that month's newsletter. I name them the same, e.g., 2019 - May Newsletter, etc. but I have soooo many templates from prior years, I have to scroll through to find my current template. I also have various event templates for our practice sections. I would love to see the long file names and in a list and be able to create file folders to store these templates, like EP section, FL section, Newsletter for each year, etc., just to keep it organized. Right now, it is such a mess to find things especially in the format of thumbnails with short file names.
Krista Underwood commented
Please make it so that the email templates will appear in alphabetical order...or some kind of order. Right now it seems to be random and it is so hard to go back to a previous email template and find it. Thanks!!
Robin Sapiro commented
Agree to some extent with last post, however the default for all these system emails should remain the same as at the moment so as not to push any changes to existing setups.
Also consider that a template beyond the header and footer includes a lot of other stuff that would essentially be different for all the different documents.
What is really required is that we could define headers and footers separately from the actual templates. That we can define multiple headers and footers. Then in any email template we should have the ability to select from any of the defined headers and footers.
With this approach we then just change our 'global or default' footer as and when required and this gets populated across all templates that use that footer.
Of interest, it should also be noted that any images included anywhere in an email are resolved at email read time rather than at email send time. That is when you send an email where you have included an image as your header, what is included in the outbound email is actually the URL of the image rather then the actual image.
Recently, I changed my website banner on my page templates. I use the same banner as a header image in all my email templates. I made this change by dropping in a new image into my system files structure with the same name as the previous.
When composing a new email, the original image still shows (strange), but once email is sent and opened in email client, the new image displays. What is really interesting however is that when reading emails sent long before the header change, these now also the new header
Nalini Thite commented
We need ONE stanrad template for all emails - not just manual but also the system generated emails - that can be applied to the website website so the look and feel of each email going out is the same. Currently, if I have to change the footer of my mails, i have to go and update all event email templates, member emails, manual email templates, invoice/receipt templates, donation receipt etc etc - the list goes on.