The Templates feature of Outpost allows you to save pre-formatted blocks of text, so you can add them to your emails easily. You can set up your templates in any way that works for your business. Below are some examples:
Full replies as templates
If your business needs a way to send the same reply frequently, you can set up a template that's a complete email, including everything but the greeting and signature. This allows you to automate replies to common questions, or send customers a standard request for more information.
Note: Signatures are always added to emails automatically, using the default signatures for the user and the mailbox.
Making templates modular
Some teams prefer to use more of a "building blocks" approach to templates, structuring them as paragraphs rather than full emails. With this approach, you can combine several templates into a single email. It's a useful way to build a customized message quickly:
Using variables to customize templates
Sometimes you'll have a template that needs to have specific customer details added to it before it's sent. You can build these custom fields into any template by using the Variables feature:
Good content for templates
You can create a template with any content you like. Here are some common ways our customers are using them:
- Information about individual products you offer
- Information about services you offer
- Pricing information
- Location information or directions
- Service hours
- Company policies
- Answers to frequently asked questions
All templates are shared
Any member of your team, regardless of their user account level, can create templates. If a template is created for a specific mailbox, any user assigned to that mailbox will be able to see and use it. If a template is created for "Any Mailbox," all users will be able to see it and use it.
We've found it helpful to keep templates assigned to specific mailboxes as much as possible, but you can structure them in any way that makes sense for your operation.
Labeling personal templates
Some members of your team might prefer to create their own templates - maybe they just like to add their own wording to the standard templates your business uses, or maybe they have particular information they like to include in messages frequently.
Since all templates are shared, some teams we work with like to have individual users title their personal templates with their first names, to make it clear which templates are personal creations and which were established for your company as a whole:
Do you have any favorite uses for assignments you'd like to share? Feel free to contact us - we'd love to hear them!