Communication Manager Template Library

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1 Communication Manager Template Library Create and edit templates for use in mass and drip campaigns. templates can be stored in Template Tags for easy access to frequently used templates or to easily locate for content in drip campaigns. 1. Select Communication Manager. Screen shot below. 2. Select Template Library. Screen shot below. 3. Template Creator Shows head office and all users that have a login to your office. (Branch users: click head office to highlight; click Search so templates created in head office come into view.) Screen shot below. 4. Template Tags - Storage folders for templates. Create Template Tag by selecting Manage Tags. Tag Management allows creation of New Tags, Rename or Delete tags. Cancel to exit. Screen shot below. 1

2 5. Locate Templates. Highlight tag; click Search. If you cannot recall where a template is stored click into Search box (Enter part of the subject line); click Search. Screen shot below. Branch users - Click on Subject and Create a Copy to use template in your office. Then de-select head office in Template Tags; click Search to no longer view head office templates. 6. Move an template into a Template Tag. As shown above, select template by check box; click on Change Tags. In Update Template Tags, select box or boxes to store templates; click Update. As shown above, under the column Tags, list shows where templates reside. Screen shot below. 7. Column headings and selections: a. Preview click for snapshot of template b. Subject click to enter template for editing c. Creator identifies your single site or branch by house icon - Identifies head office by high rise icon d. Public green circle indicates template made public to a branch e. Used in drips # times template has been used f. # Sent identifies # people sent template linked to prospect list g. Opt Out % - identifies # people that opted out of this template linked to prospect list h. Open Rate % - identifies # people that opened this template linked to prospect list i. Tags Template Tag(s) storing this template j. Upper bar: Remove Templates delete unused template - without stats k. Upper bar: Change Tags move templates into Template Tag(s) l. Upper bar: Create New Template 2

3 8. Create or Edit an Template. STEP 1: Template Description (required) * Subject as viewed by recipients. Click Subject box to enter / edit short, compelling subject line. Description: Used internally for a description of template use. Screen shot below. STEP 2: Content (required). Click inside text box to create or edit text. Move cursor over HTML tool bar for many options to enhance text, including: Bold, italicize, underline, bulleted or numbered text, justify, link to a URL or PDF, change font type or size of font, or just a placeholder so that the first name of prospect is entered automatically, etc. After you have created the template, we advise you look at text, and click on any links from the Preview pane. See circles icon in HTML toolbar for Preview. Screen shot below. STEP 3: Template Options (Optional) select template tag(s) to store templates. If not placed in template tag, template will remain in main view in Template Library. Screen shot below. TIP: After you ve created or edited an template, we strongly suggest you send the template to yourself for proofing. Use Search pane to locate your own record, and then send yourself the template. Screen shot below. 3

4 STEP 4: Template Saving Options: 1. Save as New - Create a new template with edits, using contents of an existing template. (must also select Save to Library) 2. Make This Template Public Head office makes template public for branch users. 3. Cancel No changes saved 4. Save to Library Saves the new template or saves edits to an existing template. Advanced Template Options: Templates can be created with three options: HTML, Linked Article, or Plain Text. HTML is widely preferred as it allows for graphics and links. Linked Article allows for a short description and link. Plain Text is pure text only. Plain text will reach the highest audience as not all recipients can properly render HTML messages. Invite prospects to mass From Home, select prospect(s); hover mouse over ; select Send . Screen shot below. Select: Template: Click to Select. This action brings you into Template Library; click the Subject of template you are selecting. Screen shot below. Subject and template populate. Select any BCC recipients. Edit Subject or text however, edits do not save in saved template. Scroll to bottom of , select your signature - if not already in template; select Send Out Date, then Send. Screen shot below. 4

5 ** The following section contains OPTIONS FOR ADVANCED USERS or those familiar with working in HTML. 1) OPTION FOR ADVANCED: Working with Tables Tables help keep text in a defined area, and allow you to place text and graphics in rows and columns. Later - hide table border lines. Place a colorful border around table lines. Right click on table for Table Properties to hide lines (adjust border size to 0). Screen shot below. 2) OPTION FOR ADVANCED: Working with Borders - Right click mouse inside of table and choose Cell Properties Screen shot below. 5

6 3) OPTION FOR ADVANCED: Background Color (Choose) for table cell. Border Color (Choose) for border around table. Screen shot below. 4) OPTION FOR ADVANCED: Inserting Images: After creating a table, or selecting a location inside template for the image click on the Image icon (mountain with sun). Screen shot below. Note: If image has been previously loaded into another template, i.e., logo copy that URL location and insert the URL link inside the window. If not, click on Upload. Screen shot below. Browse for your image. Send to the Server. Click OK. 6

7 Preview image in image window. Adjust Width which auto-adjusts Height. Click OK. Note: URL link. This is what you would paste into the URL window of a new template when an image, i.e., logo - has been previously uploaded do not upload the same image again. Image appears (example of inside the table or not in a table - inside the text area.) Screen shot below. 7

8 5) OPTION FOR ADVANCED: Linking web site, address or PDF. Screen shot below. Click Link icon (chain link) to link phrase to a web site, PDF, video, link , etc. Linking a web site: Link icon opens to Link Type selection. Protocol: Choose URL for a web site and copy the link into URL window. Click OK. Linking Address: Choose Link Type E- Mail for linking address. Type the address into Address window. Linking PDF: In Link choose Upload and browse for a PDF. 8

9 Locate PDF and Send to the Server. Click OK. PDF - Link Type is URL - Protocol is Other. Click OK. Preview icon - Test links and proof work by clicking Preview. Always send the to yourself first. Screen shot below. yourself or a team member any new or edited templates prior to ing to prospects/agents. Proofing your work is essential. 9

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