Managing Email Templates

Introduction

This article explains how to create and manage Email Templates in BindHQ.

Email Templates allow you to create reusable email content that can be used throughout BindHQ. Templates support dynamic replacement tags, enabling BindHQ to automatically populate emails with data already stored in the system, such as insured information, policy details, and other relevant records.

Who Can Access Email Templates?

Only Admins can create, edit, and manage Email Templates. However, all users can select and use existing templates when composing emails.

Creating and Configuring an Email Template

1. Navigate to Settings → Customization → Email Templates.

2. Click Create New Email Template.

Configure the Template

Enter a Template Name that will help users easily identify the template when composing emails.

Select a Template Type. The following template types are available:

• Application

• Brokerage Submission

• Invoice

• Policy

• Quote Document

Add Email Content

Enter the following information:

• Email Subject

• Email Body

The email editor supports rich formatting, including:

• Tables

• Images

• Videos

• Hyperlinks

Add Dynamic Replacement Tags

Dynamic Replacement Tags allow BindHQ to automatically insert information from the system when the email is generated.

To add a tag:

1. Click Browse Dynamic Replacement Tags.

2. The tag library will open in a new tab.

3. Use the filters to locate the desired tag.

4. Click Copy.

5. Paste the tag into the appropriate location within the subject line or email body.

Preview and Save

Before saving, click the Preview tab to review how the email will appear using sample data. Once satisfied with the content, click Save.

Template Replacements

Template Replacements are placeholders that are automatically replaced with actual data when an email is generated.

For example:

[insured_name]

When the email is sent, this tag is replaced with the insured's name from the associated record.

Common Tags

Some replacement tags are available across all template types and can be used universally throughout the system.

Template-Specific Tags

Other tags are only available for certain template types.

For example:

• A Policy Number tag is available for Policy templates.

• The same tag is not available for Application templates because that data does not exist in that context.

Tip: Use Dynamic Replacement Tags to personalize communications, reduce manual data entry, and ensure consistency across emails.

Sending Emails Using Email Templates

To send an email using a template in BindHQ:

1. Open the email composer by clicking the Envelope icon in the upper-right corner of the policy or record.

2. In the email side panel, select the desired template from the list of available Email Templates.

Once a template is selected:

• The Subject field is automatically populated with the template's subject line.

• The Email Body is automatically populated with the template content.

• Any Dynamic Replacement Tags included in the template are automatically replaced with the appropriate data from the associated record.

Review the generated email and make any necessary edits before sending.

When you're ready, click Send to deliver the email.