Creating and Editing Default Email Templates

The ability to create Email Templates is only available for Pro and Advanced plan subscribers.


Through your Zenfolio account, you can send out marketing emails to your clients.
When creating those emails, you can use email templates to quickly fill in the email's subject and body. You can create your own email templates and you can create up to 100 email templates. When creating the email, a drop down menu will be displayed from which you can select from your email templates.

You can choose one of those email templates and have it be the default email template that is automatically applied when creating a new email.

You can also choose to customize the default email message when sending out System Emails. System emails include Group, Gallery, Collection Invites and scheduled reminders for expiring Groups, Galleries and Collection.

You can also create default templates for Order Confirmation emails. And you can create a default salutation for the order emails.

With the Advanced plan, you can also edit the email templates for the default invite emails used to invite school photography clients choose their Yearbook Pose photo.

Email templates can have Variables that are used to automatically enter information into the email. Example Variables include the name of the Gallery and the Link or URL of the gallery.


 

Accessing Email Templates

  1. In the Dashboard, hover the mouse pointer over Communications then click on Email Communications.
  2. Click on the Templates tab.
  3. The System Emails will be displayed in the System Emails section.
  4. Click Customize to the right of the System Email to edit the default message used when sending that system email.
  5. Click New Template to create a new Email Template.
  6. The custom email templates are displayed in the Custom Emails section.
  7. Click Set as Default to set as the default email template.
  8. Click on the Papers icon to create a Duplicate to a custom email template.
    Click the trash icon to Delete to delete an email template.  This cannot be undone.
Email Templates


The email templates in the Custom Emails section allow you to create templates that can be used anytime an email is sent from the account. These email templates can even be applied to system emails.

When a default email template is selected in Custom Emails, that default email template is automatically applied whenever a new general email is created in 
Email Communications.

When customizing the default email template used for System Emails, the template only applies to that specific System Email.

So for example if you customize the system email template for Gallery Invites, then that email template will be automatically applied only when creating a new gallery invite email.





 

Creating New Templates or Editing Existing Email Templates

After clicking the New Email Template button, the Edit Email Template panel will be displayed. Alternatively, you can click on Customize next to a System Email Template to edit that specific email template.
  1. Enter the desired name for the Email Template. This is displayed in the list of email templates and help you to identify the email template. This is not displayed in the email message.
  2. Enter the desired Subject in the filed provided.
  3. Enter the desired default email message in the Body field provided. See this guide for details on the available formatting tools.
  4. Click View List of Available Variables to see the full list of variables that can be entered into the email subject or body for the system to automatically fill out. Click here for more details.
  5. Click Save to save your changes. You can edit the default email again at anytime. You will also be able to edit the actual email after choosing an email template.

Edit Email Template
 



Email Templates for Order Notifications

Your clients will receive an email whenever they place a new order in your site. They will also receive an email when an order is marked as Shipped. You can create a template that automatically adds defined text to those emails. The text will appear in the greeting just above the order detail information in the email.

Click Customize to edit that specific email template.

Order Email Templates

You can also create a defined salutation that is used in the beginning of those emails to greet your clients.

The default salutation is 'Dear', but you can change it to any other salutation that you like such as 'Hello', 'Hi', 'Mahalo', etc.

Click Customize to edit that specific email template.

Order Salutation Email Template
 


Email Variables

When creating or editing an email template, variables can be used to allow the system to automatically add corresponding data and details into the subject or body of the email. 

An example for the use of Variables is when sending an an email invite. In the invite, you can use a variable to automatically enter the group, gallery or collection's web address (URL) into the body of the email.

When creating the email, you can click here to see the full list of variables.

To use a variable, enter the text for the variable into the subject or body of the email in the exact area where you would like the data to be displayed.

When entering the variable, make sure to include the curly brackets around the variable and any underscores in the variable text. Variables are case sensitive so they must be entered without any capital letters.

Here is an example of how the variables are entered:

Email Template Variables
The use of variables in email templates in optional. Feel free to manually enter in the desired information instead of using a variable.

 


List of available Email Variables

Here is the full list of all available email variables that can be entered into the email templates.

When entering the variable, make sure to include the curly brackets around the variable and any underscores in the variable text. Variables are case sensitive so they must be entered without any capital letters.
 
Variable name Displayed
{display_name} The photographer’s display name
{gallery_name}
{gallery_link}
{gallery_url}
{group_name}
{group_link}
  • displays the name of the group with an embedded link
  • will only work in Group Invite and Group Expiration emails
{group_url}
{collection_name}
{collection_link}
{collection_url}
{event_name}
{event_link}
  • displays the name of the event with an embedded link
  • will only work in Event Invite and Event Expiration emails
{event_url}
{photomoments_url}
{media_type}
  • "videos", "photographs", "photos and videos”
  • Not valid for group/gallery expiration emails
{folder_type} "Gallery", "Group", "Collection"
{site_link} Website URL
{expire_date} Expiration date
{referral_link} Link to the Zenfolio sign up page with the email sender's Referral code automatically applied to a new subscription
{customer_name} Fills in the customer's name in order confirmation email templates
{password}
 


Email Template Variable Errors

When entering the variable, make sure to include the curly brackets around the variable and any underscores in the variable text.  Variables are case sensitive so they must be entered without any capital letters.
 
Error Displayed Information
You have reached the limit of 100 email templates. To create a new email template, delete an existing template. This error is displayed when trying to create a new email template or duplicate an existing email template and there are already the maximum of 100 email templates in the account.
Unable to save template: invalid variable(s)
  • Displayed when trying to save a template that contains a variable or variables that does not belong in that specific type email.

    e.g. adding a {group_url} variable to a Gallery Invite Email
     
  • Can also be displayed when a Variable is entered incorrectly or if a non-existent variable is used.

    e.g {group_url} is entered incorrectly as {group_URL} or {groupurl}
Email template contains an invalid variable.
  • Displayed when applying an email template to an email and the template contains a variable or variables that does not belong in that specific type email.

    e.g. using the Photo Moments URL variable in an invite to a Private Gallery, using a gallery invite email template with the {password} variable in a gallery that is not locked with a password
 


Choosing an Email Template when creating a New Email

When creating a new email, the default email message will be displayed in the email. A drop down menu will be displayed that contains a list of the email templates. You can choose from that list to apply the subject and body from that email template to the new email.

This drop down menu is only displayed for Pro and Advanced plan subscribers.

Email Templates Drop Down List

See this guide for more details on creating Gallery Invite emails.

This guide covers how to create and send general marketing emails from your account.