Creating and Using Custom Email and SMS Templates

No longer will you need to copy and paste different types of invite messages that you're wanting to send out for different types of clients that you may be working with!

Email and SMS Templates allow you to save fully composed messages that you can quickly select when inviting Clients, Guests, or other Visitors. And with Email Templates, the help of Variables provides an automated personalization to every email sent, depending on the specific information of the Gallery/Folder or Client that you're sending the email to, with just one singular email template.

You can either edit the provided pre-added Templates for EMAIL or SMS. Or you can create your own custom EMAIL or SMS templates for a variety of purposes and types of recipients.

Editing Existing Email Templates

1. In your account click on the CRM Icon.
2. Go to the Templates tab.
3. Select Email Templates.
4. You can click on a specific template to open and edit it.
5. OR you can also use the 3 vertical dots button to access other options for the template.
6. In the menu that appears from the ellipsis you can Edit Template, Rename, Duplicate, Make Default, or Delete. The Template you choose as the Default will be indicated on this page with and this will be the Template that loads automatically when you go to send a Gallery/Folder Email invite. Keep in mind that Deleting a template cannot be undone.  

When you select a specific Template to edit, you'll be able to change anything about the email, just as if you're creating a completely new Template. However, when you save the changes, it will replace the existing template. See HERE about creating a completely new Template.

1. When you get into the Template to edit, click on the Content tab. 
2. Edit the Template Name (Not visible to recipients of the email). You will not be able to use a Template Name that's already being used by another Template.
3. Edit the Email Subject line.
4. Edit the Email Headline.
5. Edit the call to action Button Text.
6. Edit the primary text of the email, in the Email Body.
7. Some of these fields will allow you to add Variables just by clicking on this icon and selecting the Variable information you want to add. See more information about using Variables HERE.
8. Next, go to the Design tab.
9. Edit the Image Style that will determine what the preview photo(s) look like.
10. Edit the Colors that will be used to determine the color palette of the email. It is not currently possible to customize these Color options.
11. Once you've completed making changes, click on Save Template. Now you can send the email through a Gallery/Folder.

Editing Existing SMS Templates

1. In your account click on the CRM Icon.
2. Go to the Templates tab.
3. Select SMS Templates.
4. You can click on a specific template to open and edit it.
5. OR rou can also use the 3 vertical dots button to access other options for the template.
6. In the menu that appears from the 3 vertical dots, you can Edit Template, Rename, Duplicate, Make Default, or Delete. The Template you choose as the Default will be indicated on this page with and this will be the Template that loads automatically when you go to send a Gallery/Folder SMS invite. Keep in mind that Deleting a template cannot be undone.  

Creating A New Email Template

1. In your account, click on the CRM icon on the left-hand side.
2. Go to the Templates tab.
3. Click on Create Template.
4. Choose the type of Template that you will start creating. The type of template that you choose will provide you with a starting point, with the default text and content of the pre-written Templates.
5. Click Create Template.

Next, you'll be able to create all of the content of the Email Template. Here is a breakdown of each item you can change for your new Template.

1. When you get into the new Template, click on the Content tab.
2. Create the Template Name (Not visible to recipients of the email). You will not be able to use a Template Name that's already being used by another Template. If you're wanting to edit an existing template, see the instructions HERE.
3. Create the Email Subject line.
4. Create the Email Headline.
5. Create the call to action Button Text.
6. Create the primary text of the email, in the Email Body.
7. Some of these fields will allow you to add Variables just by clicking on this icon and selecting the Variable information you want to add. See more information about using Variables HERE.
8. Next, go to the Design tab.
9. Select the Image Style that will determine what the preview photo(s) look like.
10. Select the Colors that will be used to determine the color palette of the email.
11. Once you've completed making changes, click on Save Template. Now you can send the email through a Gallery/Folder.

Using Variables In Your Templates

Email variables allow you to add automated personalization in your emails by pulling in relevant contact/Gallery information. No need to copy and paste the direct link anymore, just use the appropriate variable in your template, and it will replace the variable with the correct information from the Gallery or Folder when you send the email. If there are multiple Clients, Guests, or Other Visitors that the email is being sent to, each individual recipient will see information applicable to only their contact information, thanks to Variables.

1. To add a Variable into your Template, just place your cursor into the Subject, Headline, or Body where you want to put the Variable.
2. Click on the Variable icon for this content field.
3. The list of Variables that are applicable to the content field that you're adding to will appear, scroll through the list and click on the Variable to add it where you've placed your cursor.

Here is a current list of the available Variables. Please note that some variables are only available in specific content fields. When you click on the Variable icon, you will only see those that are applicable to the content field you'd adding to.

Creating A New SMS Template

1. In your account, click on the CRM icon on the left-hand side.
2. Go to the Templates tab.
3. Click on Create Template.
4. Choose the type of Template that you will start creating. The type of template that you choose will determine if the template can be used when sharing from a Gallery or a Folder.
5. Click Create Template.

7. Once you create the new Template you will then have the ability to create a unique name for this particular template. 
8. When finished, click Save Template.

Using A Template To Share A Gallery or Folder

1. In your account, click on the Galleries icon from the left-hand side.
2. Select the Gallery or Folder you'd like to generate an Invite for.
3. Click on the Share button.
4. Select Share by Email or Share by SMS from the share menu that appears.

A new page will load where you will see the default Invite Template loaded automatically. See these instructions HERE about editing an existing Template, if you'd like to change the default.

Customizing Email Invite Template Before Sending

1. In the top left-hand area of this page, use the Select Email Template dropdown to select which Email Template you want to use.
2. Any Clients, Guests, or Visitors that have their email address already associated with the Gallery will automatically get added as the recipients of the email. However, you can remove any of these contacts if needed. Additionally, if you would like to send this email to someone that has not already been associated with the Gallery, you can add their email address as an Additional Visitor.
3. You can then review the Content and Design of the email template that will be used. If you need to make any changes to this email, you can do so here. Click HERE to see the instructions in this article about using Variables, if needed.
4. The preview of the email will update automatically as you make changes so that you can see a live preview of the email that will be sent. 
5. If you make changes to the Content and Design of the email template, you can Save Changes to replace the existing Template in your account, or you can Save as a New Template.
6. Once you're happy with the email that is going to be sent, click on Send Email.

Customizing SMS Invite Template Before Sending

Upon selecting Share by SMS from the Share dropdown menu, a new page will be loaded displaying the default SMS Email Template automatically.

1. You can use the dropdown menu to choose a different SMS template than the default template. See these instructions HERE about creating your own templates for future use.
2. Any applicable contacts associated with the Gallery that have a phone number present in their contact information will automatically be added as SMS recipients. You can also add or remove contacts from receiving the SMS message.
3. Use the Filter by Action option to filter who you are sending the SMS message to based on the criteria of the filter(s). (i.e. contacts that have not placed an order in the last 30 days)
4. You'll see a preview of the SMS message on the right-hand side. 
5. And you can even change the sharing method between Email and SMS  at the top left. If you'd like to also send out Emails and SMS messages at the same time, you can choose Both to setup an email invite and and SMS message invite to send at the same time.
6. Once everything looks good, click Send SMS to send the message to the selected contacts.

Sharing by SMS is only available for Zenfolio accounts in the United States and Canada. By using SMS sharing, you confirm that you have obtained any required consent from your recipients and will comply with all applicable messaging laws and carrier requirements. Message frequency varies. Standard message and data rates may apply to recipients based on their mobile carrier plans. Delivery is not guaranteed and depends on third-party carriers. Sending Limits may apply and may change at any time to ensure compliance and system reliability.