Click on Settings (the Cog) and select Advanced Settings

Click on Templates in the SideBar and then select Email Templates

Click New

Insert Template Name, Permission Level, Category and Language and Click Create

Depending which Category you select, will depend on which fields you will be able to see and select within the email template.

o   If you wish to send the email template from the Applicants timeline, you must select User here.  If you select User, you will only be able to select the fields within the User Entity, and any custom fields that you may be able to manually insert.

o   If you wish to send the email template from the Contacts timeline, you must select Contact here.  If you select Contact, you will only be able to select the fields within the Contact, Account and User Entities, and any custom fields that you may be able to manually insert.

Insert a Description of the email and Subject Header and then insert the wording.  Use the various formatting tools available, to get the email presented how you would like it to appear.

Inserting Mergefields

Either insert the curser when you want to insert the merge field or highlight the text you wish to replace with the merge field.

Select the relevant Record type from the Record type dropdown and the relevant field from the Field name dropdown.

In the Default text box type in what you would like to display in the email, if there is no information relating to the merge field you just selected, or leave the Default text box blank.

So in the in the example below, if the system did not have a First Name for the contact it would displace If there is no info - what would you like to display in the email.

Inserting Custom Merge fields

Either insert the curser where you want to insert the merge field or highlight the text you wish to replace with a merge field.

The merge field needs to be placed in a certain format - {!entity/table name:logicalfieldname;}

 
If you are sending the email from the Applicant Timeline, you can insert any custom made field within the Applicants sidebar.  The mergefield must start {!hl_applicant:

This is taken from the name of the entity/table in PowerApps

To get the correct name for the logical field – make sure you have the correct field on the screen (which would be in Applicants – General tab in this example)

Click on the level up for Dynamics 365/Power Apps icon

Select Logical Name

The logical name for the field, will suddenly appear

So if we wanted to use the name of the vacancy the applicant has applied for in an email the mergefield would need to add hl_vacancy;} to the applicant mergefield.

The mergefield would now be {!hl_applicant:hl_vacancy;}