When sending an email proposal, digital forms, ID verifications, or Death Certificate working copies to a family, Parting Pro will automatically generate a default email. You can customize the template itself to more closely reflect your brand and give a more personal feel to the email.
Accessing the Email Templates for Proposals, Digital Forms, ID Verifications, and Death Certificate Working Copies
To access the Email templates, click on your name in the upper right corner of the dashboard and select Settings from the dropdown:
On the left side of the screen, you will see options for Proposals, Digital forms, ID verification, and Death Certificate working copy:
User-initiated emails are those sent manually by the user from the case and are found in all four options. Automated notification emails are those sent when a task has been completed and are found within Digital forms, ID verification and Death Certificate working copy.
Proposals contains the templates used in Proposal emails sent to price shoppers. You can edit the templates for Pre-need, At-need and Imminent emails.
Digital forms contains the templates used when emailing forms to the families with options for Pre-need, At-need and Imminent.
ID verification contains the template used for the ID verification request.
Death Certificate working copy contains the template used for the DC Working Copy.
**To customize the email templates for Automated Email Notifications (emails that are sent to the family after completion of forms and/or the online checkout), click here.**
Editing the Email Template
For Proposal emails and Digital forms, each need type (Pre-need, At-need, Imminent) will have a different email template. For ID Verifications and DC Working Copies, you only have one template to choose. Select the email template you want to customize by clicking on the pencil to the right:
Field Mappings
Once you're in the edit screen, the first box displays the Field mapping key. These mappings can be copied by clicking on the small boxes to the right of the bracketed text you want to copy:
After copying the bracketed field, you can then paste that into the fields for the Sender name, Subject, body (Email content), or Footer content of the email further down the page:
**Important** When editing any bracketed fields, please make sure you are copying/pasting from the Field mapping key section and not manually typing it in. This will ensure that fields are mapped and associated data is displayed correctly.
Creating Links in Email Templates
In the default templates for Proposals and Digital Forms, there are links and buttons that are linked to specific URLs which have different functionality.
Proposals - launches the Online Arranger in a browser window: {{case_shop_url}}
Digital forms - directs the customer to complete and electronically sign forms that are sent from a case: {{sign_documents_url}}
ID verification - directs the recipient to complete the ID Verification process:{{id_verification_url}}
Death Certificate working copy - directs the recipient to review the DC Working Copy and either confirm it's correct or submit changes: {{working_copy_url}}
Each link is connected with a very specific URL that should not be changed. You can, if you choose, unlink it if you highlight the line and click on the chain link button at the top and select Unlink. If a link has stopped working, please contact Support and we'll get it corrected for you.
To add a link, simply type out the text you want for the link and highlight that text. Once highlighted, click on the chainlink button at the top:
For the Proposals email template, the link must be directed to {{case_shop_url}}:
For the Digital forms email template, the link must be directed to {{sign_documents_url}}:
For the ID Verification email template, the link must be directed to {{id_verification_url}}:
For the Death Certificate working copy email template, the link must be directed to {{working_copy_url}}:
Creating Buttons in Email Templates
To add a Button, simply highlight the linked text and make sure that the chainlink and Button are activated at the top:
Need help? Just send us a chat message from your dashboard or an email to [email protected].
Adding Email Attachments
To add an email attachment to the template, simply click in the box to open your File Explorer (or Finder in Mac) and select a file to attach or drag the file into the box to attach:
Once the selected template is updated, click on the green Save changes button in the lower right corner:
Reminder Emails
You have the ability to send automatic Reminder emails to the family if they don't click on the link provided to them in the email sent to complete a task. The setup for reminder emails is located at the bottom of the Edit page. Each reminder email has a template that can be customized. You can also create your own reminder emails and set up your own follow-up intervals. To edit an existing template, click on the pencil to the right:
Alternatively, if you need to delete an existing template, click on the trash can to the right of the template you wish to remove (this will permanently remove the template, so make sure you have selected the correct one prior to deleting it):
To create a new reminder email, click on the Add reminder button:
You will want to provide your template with a unique name in the Reminder name field which is marked with an asterisk meaning it is a required field.
The name selected to place in the Send name field will be displayed in From line of the email. We advised copying/pasting a mapping for either the Case Manager or Funeral Director on the case. Some folks will select the Funeral Home Name, as well.
The Subject line can be something general such as a reminder to complete the online checkout for {{funeral_home_name}} or to complete digital forms.
Customize the Email content of the email as needed, but as this is a reminder, you'll want to keep it brief.
The Footer content (optional) will typically contain the funeral home name, address and phone number, but you can customize as needed.
Email attachments (optional) can be added by clicking in the box to select a file or dragging a file over from File Explorer in Windows or Finder in Mac.
Follow-up intervals can be set up to send as often as you choose. Here are some examples of time intervals you can use as a guide:
At need:
First follow-up email sent after 8 hours
Second follow-up email sent after 2 days
Imminent:
First follow-up email sent after 1 day
Second follow-up email sent after 7 days
Pre need:
First follow-up email sent after 1 day
Second follow-up email sent after 7 days
Once you've completed setting up the reminder and saved the changes, you can preview it to see how it looks to the recipient. Once you're done reviewing, just click on the Close button in the lower right corner. If all looks well, save your changes:
**Please Note** When sending an ID verification email within a case, the reminder emails will be disabled by default. In order to send reminders, make sure the box for Send reminders is checked prior to sending:
Video Tutorial for Creating a Reminder
Short on time? Watch this video for a quick tutorial on creating a new reminder.
Questions? Contact our friendly support team at [email protected] or message us in the chat window of your dashboard.