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Better way of working with 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

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    AdminTeam Husky (Email features, Wild Apricot) shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    44 comments

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      • Michael commented  ·   ·  Flag as inappropriate

        In my emailing so far (fairly new to WA) I've noticed two things:
        1) Even the simplest of emails require multiple steps to send (maybe there is a way to send simple emails faster?)
        2) I often start an email and realise I need to refer to something elsewhere in WA, and have to go back. I can't do this without the empty 'draft' email being left behind. Perhaps an option to cancel a new email would fix this. Even better would be a way to allow the new email to occur in a second window, so I could refer to other information from WA at the same time! This would be so helpful.

      • Simon van Lieshout commented  ·   ·  Flag as inappropriate

        Email list forwarding via an alias per group/saved search (see wishlist item with title "email list forwarding"). This would offer a huge usability improvement for less technically able administrators and organisations with administrative functions distributed amongst multiple people. If security is a concern, sending emails from the app using a simplified interface and template would be a great alternative.

      • Petra commented  ·   ·  Flag as inappropriate

        I've been reading through this trail of emails, the most recent one being older than 1 year!
        I still dont know how to group our created emails into subfolders on the email template page??
        Please, this is an organisational necessity!!
        If I have missed something on how to do that, please let me know!!

      • AlexSirota commented  ·   ·  Flag as inappropriate

        Sorting using the naming convention you describe Randall is the workaround I use in all parts of the system including the website for items not in menu. It's the only way I have found to "sort" and "file" pages and email templates in Wild Apricot.

      • Randall Rensch commented  ·   ·  Flag as inappropriate

        Louise wrote:
        > our Email area is a mess because we are unable to sort custom templates into folders. <

        Same here. Adding to the frustration is that even when hovered, the full name of a template is truncated (unlike when viewing from the "Emails" screen), so we have to be very careful about the first 20 or so characters.

        To "archive" old templates (either for possible resurrection or just to save evaluation time), I've resorted to renaming them so they'll appear at the end of the list, and add a prefix for to put things at top. For example:

        TOP:
        - Dues Reminder 01
        - Simple Email
        - News (long)

        BOTTOM:
        zz-2010NewsltrTpl

        But this is a silly workaround at best. Folders, full display of long filenames, and various sorts, please! A customizable pop-up stylesheet and user guide would be helpful, too, but that's a broader wish.

      • GOPS Webmaster commented  ·   ·  Flag as inappropriate

        For newsletter templates, I'd like to see them in a folder and then an option to automatically save them upon sending them into a different folder (perhaps a sub folder) which can then be viewed by members or the general public. Past newsletters are a way of letting perspective new members see what our organization is all about, what we do, etc. Right now, I'm saving the received newsletter email to a .pdf file as a Newsletter on a Google Drive folder for public access. It's tacky.

      • Lisa Sansom commented  ·   ·  Flag as inappropriate

        I'd like a macro or code that I can insert into a template that will automatically populate with the date that the email sends out. For example, I send out a weekly newsletter. Each week, I have to manually input the date that I'm sending it out. If I forget, it goes out with the default date (which right now, happens to be June 2012 for some reason). If I had a piece of code in there, then it would populate it with [today's date] or [sent date] or something like that. Thanks!

      • AnnaG commented  ·   ·  Flag as inappropriate

        Mass-mailing is elaborate, multi-stage, and hence verbose. It would be lovely to have a shortcut to the no template, no preview emailing: a Simple Email option leads to the text editor with Contacts selection and a Send button. Emails/Simple Email/Type and Send.

      • Louise commented  ·   ·  Flag as inappropriate

        Agree with other comments, our Email area is a mess because we are unable to sort custom templates into folders. Included in this is the inability to have an archive folder to clear out the old templates (do not want to delete these) away from the current templates.

        It would also be useful to be able to sort Email templates into name / last used order

        We would al

      • Stacey Zeitlin commented  ·   ·  Flag as inappropriate

        Agree with others that it would be great to be able to sort template emails in folders for different themes/topics. Our template area is a MESS!

      • Aimee commented  ·   ·  Flag as inappropriate

        Would like to be able to format the email message when manually sending an invoice. The formatting is centered (once message is sent), and looks very unprofessional.

      • Dan Verrico commented  ·   ·  Flag as inappropriate

        When scheduling an email for future delivery, we would like to designate the time day (approximate) that the email is queued. As it is now, the email is scheduled to be delivered at the same time of day as the start of the event. For example, if our event has an evening start time, say 6 pm, event emails can only be delivered at or near 6 PM (when scheduled in advance); it would be better to have these emails delivered during the work day or early morning so there is a better chance they will be read.
        Also, I believe it is better to designate a date for delivery rather than "days ahead" as it is now - I recommend that you reverse the function to have the user input a date and have the site indicate how many days ahead that date actually is.

      • AdminTeam Husky (Email features, Wild Apricot) commented  ·   ·  Flag as inappropriate

        We've studied the ideas and comments in this thread and created a prototype to try some of them. If you have some time please check it out here - https://wildapricot.invisionapp.com/share/M2BQA98RT#/screens

        Important to know: This is just a prototype, a promo, not a working solution, so be cautious there are only few actions available on the screen.

        What exactly changed:
        List view instead of tile
        More actions on the list
        Email templates are now created using email composing wizard
        No more thumbnails for now

        We have few questions for you:
        Will this workflow be better for you?
        Did we miss anything?
        Other comments...

        To leave your feedback please email us at husky.crew@wildapricot.com or add your comments here.

      • Anonymous commented  ·   ·  Flag as inappropriate

        List view would help, but further organization would be awesome! Trying to locate a specific email template (which we often recycle or come back to over and over) is like looking for a needle in a haystack.

      • Thomas Bahls commented  ·   ·  Flag as inappropriate

        We have a small copyright notice in the footer of all our e-mail templates. Having just a "current year" macro would save me the yearly effort of updating this in all 29 e-mail templates (yes, I have a list I work from).

        Sample usage:

        Copyright (c) 2010-{Organization_Current_Year} {Organization_Name}

      • Randall Rensch commented  ·   ·  Flag as inappropriate

        I am no longer so embarrassed that I was not saving my template work more often, because now I see the reason why. Rather than just "saving" work, we have to save and quit the editor, then restart the editor, which (on the job I'm doing at least), takes the better part of a minute. Disrupting the user's thought process for frequent minute-long time-outs invites the user to put them off. We need a "save" button that saves in the background, while working continues.

      • Randall Rensch commented  ·   ·  Flag as inappropriate

        Autosave templates that are being being worked on. You do this for emails that are being sent. Why not for the "original." I clicked on a link to check the link code, and instead of highlighting, the browser took me heaven knows where, trashing half my work. Yes, I know I should "Save Often," but I'm human. If nothing else, pop up a prompt reminder ever so often. WE ARE NOT ALL PROFESSIONAL PROGRAMMERS.

      • Jennifer commented  ·   ·  Flag as inappropriate

        We have many Chapters around the country, and I absolutely agree with a previous comment that if templates could be put into labeled files this would go a long way towards helping us organize these templates.
        Such as a Colorado file, in which they could add additional labeled files titled as needed, such as by year, month or subject.
        I tried to do this by adding a folder in the EmailTemplates folder, but it does not appear to work.

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