Cont'd ... 'Do' others have template emails containing standard text or do they free type emails but use standard 'letters'. For those that do, how do you do this? Do you save template emails in outlook to a master folder? Do you use specific software? Or does your practice mgmnt software incorporate this? I use DMS Pro as my main doc management software. Does anybody else use this and successfully standardise their emails? All comments greatly appreciated.
13th Sep 2014
Standard 'email' template system
Standard 'email' template system
Replies (17)
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Apologies, I cannot edit the question. I put most of the post in the summary part but I see that the summary doesn't show up on mobile devices.
Basically what I was asking was, as most practices use some variety of storm forward to produce standard letters, what do others do regarding emails? As emails are now very commonplace, do you have a system of standard email templates that you use, or, do you only do that for letters and still free type emails?
Most practice management software caters for standard letter templates but in my experience, the same can't be said for standardising email templates. I have used DMS pro and BTC PM solution and neither incorporate such a facility.
Perhaps there's some stand alone software that people use or perhaps just outlook, using the 'template' option.
We use Outlook templates and pdfs.
We use Iris for all standard letters (as it imports tax numbers, etc), but use pdf versions using a letterheaded Word template. We then have a series of standard email templates set up in Outlook which are selected and used effectively as covering letters with the pdf attached. It sounds a bit clumsy but we use Iris OpenSpace as our cloud document exchange/e-approval service and the email template 1) tells the client that the accounts, tax returns, etc have been uploaded 2) points them to the attached letter for tax numbers, accounts comments, etc and 3) includes a direct link to the document(s) requiring e-approval so we avoid having to field phone calls asking for help in accessing OpenSpace.
Ideally, we'd cut out the pdf and including everything in the email, but until we can pull the same things from Iris into emails that we can into Word, this is a good enough solution. I'm also old fashioned enough to think that a "proper" letter, albeit a pdf attached to an email, is more likely to be read by a client than an email alone.
Thanks for the reply. That sounds like a good enough system.
Your post highlights the fact and confirms my thoughts that the software companies haven't quite caught up with practitioners' increasing use of emails. For example, Iris can pull data from the database into Word but not Outlook. No built in email client that will receive data pulled from the database. Template letters etc but no such facility for emails.
If Iris haven't implemented this yet, I doubt any of the other accountancy software firms have.
Looks like Outlook templates is the way to go.
You can use Word templates
You could always create new letter templates in your CRM specifically for email use, then use the CRM to create the letter in Word, then copy/paste the contents into the email. That way it takes across all the client details ie. without the postal address, but including the clients year end, tax liability, etc.
Certainly an option. Is that what you do?
Thanks
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If you use gmail - gmail canned response. Very good.
https://www.youtube.com/watch?v=8snv5omwI2s
I didn't know you could do that with Gmail. Pity it's only for 'replies' and not new emails.
Well spotted
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Canned response is also for new emails. It saves me hours!
Use MS Word to store your templates. Then simply click file > send to > mail recipient.
what about auto text
in outlook its easy peasy
The main problem is
That word is clumsy when im,porting info from your outlook data base. iT would be great if you could import just what one wants but I cant find a way of doing that.
mrme89 suggestion is halfway there.
What ideally I would hope for is a letter that drops sraight onto the email so that when the recipient opens it he see a letter rather than an email layout.
text files
we use .txt text files to save template text of emails and subject titles then just paste them into gmail (we use google apps to power our email)
I did use canned responses for a bit but had some issues with them losing the templates
Gmail
I use Gmail and save templates emails as drafts. I click on the draft email and copy the contents to a new email then personalise it. Do not use the draft or you will lose it once it's sent.
Having seen @James240 post about canned responses I realise I had set this up ages ago but forgotten about it. Our Gmail does not show the hyperlink like in the YouTube video so it's not staring at you. Instead you have to click on "more" in the bottom right hand corner then select "canned response". I am now converting the drafts to canned responses. Thanks James.
Ah well it seems everyone has their own little ways. Great responses and some good ideas.
Perhaps it's time the software companies got their act together and provided for this 'problem'.
Having read
this question I realised that we too were suffering so had a look on the internet and found response templates wwwresponsetemplates.com. I downloaed the addin and hey presto we can have templates and other goodies. There is a free trial period after that it is £36.73 licence fee.
Word? Prefer Works
Ive tried MS Word for templates but the use of database fields for mail merging is a bit more complicated. I use Microsoft Works for all of that. Create as many templates as you wish, create a database with client details (can be imported from Excel) then add your fields to the templates. A preview of how they will look, will cycle through each database record so you can see the populated details on the template before printing. Also great for address envelope/labels. Think it can also be used for emails to, I haven't tried that option.
FastFox
I use FastFox.
You write the text and give it a short cut in FastFox and when you type the short cut in an email or letter it produces the text.