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Getting started as a CSM
Part 6: Templates, Variables, and Sharing
Part 6: Templates, Variables, and Sharing

This is part 6 of the Getting Started as a CSM course, where we show you how to create and manage Email Templates.

Updated over a week ago

Email Templates

As a CSM, you probably often need to send the same emails with updates to multiple customers. No need to type the same email over and over! Mixmax Email Templates are a great way to increase your productivity and improve your routine workflow.

Saving an email as a Template

Creating an email template is easy; just write a message you need to use repeatedly in the compose window and save it as a template, as follows:

Click Templates at the top of the compose window, then select Save this message as a template at the bottom of the menu.

Creating a template from an email

When you click Save this message as a template, your current email will open in a new Template compose window. Specify a unique name for each new Template and assign it to a folder.

Template compose window

Once you're happy with the new Template, click Save at the bottom of the Template compose window.

Creating a Template in the Mixmax web app

You can also create a new Template from the Templates section of your Mixmax web app. Go to Templates in your dashboard and click +New Template at the top of the page.

Creating a template from dashboard

A new Email Template compose window will open, and you can create a new Template as described above.

For more details, check out the Templates overview.

Use Email Templates for one sentence or a whole message

Using email templates for whole emails can significantly streamline your workflow.

To insert a template into an email quickly, use the keyboard shortcut: type ; (semicolon) followed by the name of the template.

Using Templates for emails

You can use templates for just a single sentence, your signature, or anything in between β€” whenever you start typing the same thing over and over, create a template instead.

Sharing Templates

On the Small Business plan and above, you can also share Mixmax Templates with your team members who belong to the same Workspace Group to ensure a huge boost in productivity β€” and you'll love having access to the best emails created by your teammates.

Sharing Templates

You can share individual templates or entire template folders.

Sharing an individual Template

To share a single Template, open the Template in the Templates section of your web app and click Share in the top right corner of the page:

Sharing template with an individual

You can share a Template with individuals or an entire Workspace Group. To share with individuals, simply enter the email address of the user with whom you want to share the template under Individuals in the sharing popup window. Make sure you use the email address associated with their account in Mixmax. To share with a Workspace Group, enter the name of the Group in the Groups tab:

Sharing template with a group

You can choose what level of access to provide: read-only (users can view shared templates) or read-write (users can edit templates).

Revoking access to a Template

If you decide to revoke someone's access to a Template, open the Template, click Edit sharing, and then click the trash can icon next to the name of the user who should no longer have access to this Template.

Revoking access to template

Sharing a Template folder

To share a folder with Templates, select the folder in the bar on the left and then click Share this folder at the top right:

Sharing template folder

When you share a Template with team members, they'll receive an email inviting them to add the Template to their Mixmax account.

Sharing template folder notification

If this user doesn't have a Mixmax account yet, they'll have the option to create one. After the account is created, the Template (or folder of Templates) will be right there waiting for them. Individual shared Templates will appear in the Shared with me folder.

Creating Templates with variables

Email Templates variables

If you need to personalize or customize your emails while using Templates, the variables make it so easy! It's like your emails write themselves!

Template Variables

Mixmax offers two types of variables you can use in Email Templates: smart variables and custom variables.

Smart variables

Smart variables are auto-filled with the information Mixmax can access, including any existing field from the Mixmax contact record. Variables based on the information about the email recipient will be filled in automatically only if you add the recipient to the To: field before you add the template to the email.

Smart variables

Custom variables

You can create custom variables to use as placeholders when composing an email. You can tab through custom variables to fill them out quickly.

Custom variables

To add a variable, when you create or edit a template, click Insert variable in the toolbar at the bottom of the editor or simply start typing {{ . If you would like to use a smart variable, just select it from the list that will open automatically. If you prefer to create a custom variable, continue to type the text of the custom variable. When you type the closing }} , the variable editor will also close.

Variable editor

Variables in links

You can use both smart and custom variables in links as well.

To send a personalized link to your recipient, simply add the variable directly in the URL, for example{{email}}. If there is a field that matches the name of the variable in your recipient's contact information, the variable will be filled in automatically with the recipient's Mixmax contact information.

If Mixmax can't find a matching field for the variable in the recipient's contact details, you can manually resolve the variable like any other custom variable.

Variables in Meeting Templates

Email Templates are not the only thing you can enhance with variables. When you create a Meeting Template, you can also use variables in your Default Event Details, including the following:

  • Title

  • Location (where the event will take place)

  • Description

Fallback variables

Variables you use in Meeting Template Default Event Details require a fallback variable. This guarantees that even if you don't have certain data for a particular contact, your variable will still be filled out. A fallback variable consists of the pipe character | followed by fallback: and the fallback text before the closing brackets.

Example: Use {{meeting location |fallback: your office}} to fill in the event Location field. If you have the data about the recipient's location in the Mixmax contact, it will be displayed as the event Location; otherwise, "your office" will be displayed.

For more details on fallback variables, see Using Advanced Variables (Liquid Markup).

Using variables in Meeting Templates

You can use all template variables, liquid markup advanced variables, and Salesforce variables (see below) in Meeting Templates.

To insert a variable, click the variable button on the right next to each field, or type {{ to open the variable menu. When you use Meeting Template variables, "Host" in the name of the variable refers to the owner of the calendar on which the meeting is scheduled, while "Guest" refers to the invite recipient who is scheduling the meeting.

Host variables

Using Salesforce fields as variables in your Templates

If you connect Mixmax to Salesforce, you can use Salesforce fields as variables in your Email or Meeting Templates. You can find the tab with Salesforce variables in the list of variables that opens when you click Insert variable or type {{. When you add the template with Salesforce variables into an email, Mixmax will check Salesforce and fill in each variable automatically if there is a match.

Using Salesforce fields as variables

The list of all Salesforce variables is very extensive. You can check all possible options in your CRMs & Live Feed settings section under Visible fields. The list is so long you can't miss it!

Automation variables

When you schedule an automatic reminder for your guests to be sent before the event, you can also use the variables below in your scheduled message:

  • {{meeting title}}

  • {{meeting time}}

  • {{meeting description}}

  • {{meeting location}}

  • {{time to meeting}}

Now you know all about using email templates and personalizing them with variables. Awesome! Let's proceed to the next lesson.

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