Managing Templates and Groups
This guide provides comprehensive instructions on how to effectively manage your email templates, including organising them into groups, archiving, and deleting them. Efficiently managing your templates helps maintain a clean workspace and ensures you can quickly find the communication tools you need.
Filtering Email Templates
Filtering allows you to quickly locate specific templates by displaying only those belonging to selected groups.
Locate the Groups Panel: On the right side of the Email Templates page, you will find the "Groups" panel.
Select a Group Filter: Click on the name of a group (e.g., "Onboarding", "Referrals") within the "Groups" panel.
The list of email templates on the left will update to show only templates belonging to the selected group.
The selected group name will appear as a filter tag above the template list.
Select Multiple Group Filters (Optional): You can click on additional group names to apply multiple filters. Templates belonging to any of the selected groups will be displayed.
Removing a Filter:
To remove a specific group filter, click the 'x' icon next to its name in the filter bar above the template list.
The template list will update to reflect the remaining active filters.
Managing Email Template Groups
Organising your email templates into groups helps keep them structured and easy to find.
Creating a New Email Template Group
Navigate to the Groups Panel: Locate the "Groups" panel on the right side of the page. Initiate Group Creation: Click the "New" button at the top right of the "Groups" panel.
Name the Group: In the "New Email Template Group" dialogue that appears, type a descriptive name for your new group into the "group name" field. Confirm Creation: Click the "Create" button.
Moving Email Templates to a Group
Once you have groups, you can move existing templates into them. Select Templates: In the main email template list, tick the checkbox to the left of each template you wish to move. When one or more templates are selected, management options such as "Move to", "Duplicate", "Rename", and "Archive" will appear above the template list. Use rename to rename the template. Use duplicate to create copies and use archive to move to the archive.
Click "Move to": Click the "Move to" button that appears above the template list. Choose Destination Group: A dropdown menu will appear. Select the name of the group you want to move the selected templates to (e.g., "Demo Group").
Deleting an Email Template Group
Important: Deleting a group only removes the group itself. Any email templates within that group will not be deleted and will remain in your template list, unassigned to that specific group.
Locate the Group: In the "Groups" panel, find the group you wish to delete (e.g., "Demo Group"). Reveal Delete Option: Hover your mouse cursor over the group name. A pencil (edit) icon and a dustbin (delete) icon will appear to the right of the group name. When you click the pencil icon it will allow you to rename the group if you wish to do so. Click Delete Icon: Click the dustbin icon next to the group name.
Confirm Deletion: A "Delete Email Template Group" confirmation dialogue will appear. Read the confirmation message carefully as if you accept it will permanently delete the group.
Managing Individual Email Templates
Archiving Email Templates
Archiving templates removes them from the main list and active groups, moving them to a dedicated "Archived" section. This is useful for decluttering your workspace without permanently deleting templates.
Select Templates: In the email template list (either the main list or a filtered group view, e.g., "Demo Group" view), tick the checkbox next to the template(s) you wish to archive. Click "Archive": Click the "Archive" button that appears above the template list once templates are selected.
Confirm Archival: An "Archive Email Templates" confirmation dialogue will appear. Click the "Archive" button to confirm.
Managing Archived Email Templates
Once templates are archived, you can view, unarchive, or permanently delete them.
Viewing Archived Templates
Select the Archived Group: In the "Groups" panel, click on the "Archived" group. The template list will now display all archived email templates. The "Archived" filter tag will appear above the list.
Unarchiving Email Templates (Restoring)
If you need to restore an archived template to make it active again:
View Archived Templates: Follow the steps above to view your archived templates.
Select Templates: Tick the checkbox next to the archived template(s) you wish to unarchive.
Click "Unarchive": An "Unarchive" button should appear above the template list. Click it.
The templates will be moved out of the "Archived" section and will typically reappear in the main, unfiltered template list. You may then need to move them to a specific active group if desired.
Deleting Archived Email Templates
Warning: Deleting email templates from the "Archived" section is a permanent action and cannot be undone. Ensure you no longer need these templates before proceeding.
View Archived Templates: Follow the steps in "Viewing Archived Templates".
Select Templates for Deletion: Tick the checkbox next to the archived template(s) you wish to permanently delete.
When one or more archived templates are selected, "Unarchive" and "Delete" options will appear above the template list.
Click "Delete": Click the "Delete" button.
Confirm Deletion: A "Delete Email Templates" confirmation dialogue will appear. Once confirmed the template will be permanently deleted.
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