Create email templates in Zoho CRM

Create email templates in Zoho CRM

You can create email templates in Zoho CRM for automated and mass emails. Templates are handy for automating emails to leads or contacts based on events, but they don't replace Zoho Campaigns (or Mailchimp).

Applies to: Zoho CRM – All clients

Steps

Create the template

  1. Go to the Setup menu and, under Customisation, select Templates.

  2. Click New Template and select the module the template applies to.

  3. Click Next. A screen with predefined templates opens.

  4. Select a template to use as a base, or create a blank template. Advanced users can insert a custom HTML file. This example uses the blank template.

  5. Drag elements from the menu on the left and drop them where you want them in the template. Then edit their contents.

  6. Use the top bar to format text and add hyperlinks (for example, to websites).

  7. To add a merge field (for example, the recipient's name), type # and select the field. The # is replaced by ${module.attribute}. All fields in the module are available, including your custom fields. This is a sample email template for Leads:

  8. When the template is complete, give it a name and write the subject line used in the email. In this example, the template is named "New lead - contact shortly" and the email subject is "Contact Aurelian Group".

  9. Save the template.

Note: A template applies to only one module (for example, Leads). To use the same template for Contacts as well, create a duplicate template.

Note: You can only add merge fields from the selected module. You can also use merge fields in the subject line, for example "${Leads.First Name}, ${Leads.Lead Owner} will be in touch soon!".

Send an email with the template

Once saved, the template is available in its module. To send it manually, open the record (for example, a lead), click Send Email and select the template.

Send the template automatically with a workflow

You can also create a workflow that sends the email automatically after a specific action. In this example, the email is sent when a new lead is created. You might want to do this only for leads created through the web signup forms, or use another filter.

Important: As with all workflow automation, take great care with the criteria that start the workflow. It's very easy to send your contacts and leads far too many emails.