You can send email templates from various places within Hotlist, however due to the way Dynamics works you will only be able to see certain templates and certain information within those templates, depending on how they were set up and where you were running them from.

Click on Activities in the Sidebar.

Click on Email in the menu at the top.

Add a Contact into the To field, if you do this you will see

O   any Templates that were created with the Template Type Contact and User

O   either of these templates will populate any Contact and/or User merge fields, however it will NOT populate any Applicant, Vacancy or Appointment merge fields

Add an Applicant into the Regarding field, if you do this you will see

O   any Templates that were created with the Template Type User

O   the template will populate any User merge fields and/or Applicant merge fields, however it will NOT populate any Contact, Vacancy or Appointment merge fields. 

Add a Vacancy into the Regarding field, if you do this you will see

O   any Templates that were created with the Template Type User

O   the template will populate any User merge fields and/or Vacancy merge fields, however it will NOT populate any Contact, Applicant or Appointment merge fields. 

Depending on what information you would like to pull through from the Email Template, will decide on if you insert a Contact into the To field or an Applicant, or a Vacancy into the Regarding field.

If you insert a Contact into the To field a draft email will appear in the Contacts Timeline.

If you insert an Applicant into the Regarding field a draft email will appear in the Applicants Timeline.

If you insert a Vacancy into the Regarding field a draft email will appear in the Applicants Timeline.
 
Contact (To field)

If your email template contains merge fields for the Contact:-

Insert their name in the To field

Click Insert Template and select the relevant template.


Click Apply Template and the wording from the template will populate in the text field.  You can now add or amend any information that you need to.


If you would like the email to go onto the Applicant Timeline, then click in the Regarding field and insert the name of the Applicant.

Or if you would like the email to go onto the Vacancy Timeline, then click in the Regarding field and insert the name of the Vacancy.

Click Send

The Email will send, and will appear in the Sent Items in Outlook, on the Contacts Timeline and:-

O   if you inserted the Applicant in the Regarding field, the Applicants Timeline or

O   if you inserted the Vacancy in the Regarding field, the Vacancy Timeline

Applicant (Regarding field)

If your email template contains merge fields for the Applicant: -

Insert the Applicant name in the Regarding field.

Click Insert Template and select the relevant template.

Click Apply Template and the wording from the template will populate in the text field.  You can now add or amend any information that you need to.

You can now add the Contact into the To field.

Click Send

The Email will send, and will appear in the Sent Items in Outlook, on the Contacts Timeline and the Applicants Timeline.

Vacancy (Regarding field)

If your email template contains merge fields for the Vacancy:-

Insert the Vacancy name in the Regarding field.

Click Insert Template and select the relevant template.

Click Apply Template and the wording from the template will populate in the text field.  You can now add or amend any information that you need to.

You can now add the Contact(s) into the To field.

Click Send

The Email will send, and will appear in the Sent Items in Outlook, on the Contacts Timeline and the Vacancy Timeline.