When sending an email from within Planhat you're able to use tags that allow you to have the information automatically entered into the email.
This is especially useful if you have steps in Workflows with email templates. For example, each time you send a welcome email to a new user, or you're doing your quarterly check-in.
It is also useful if you're sending messages to a large number of recipients and want to keep them personalized. This way you can simply select all of the users in a list and send it out knowing that the message appears with that user's personal information.
Another important use case is that any custom field on the company object is available as a merge tag, so if you have large amounts of technical information on each customer, you can create complex, detailed emails in seconds that are always accurate.
📌Important to note: Merge tags will always show in the default font style supported in Planhat, and this is non-editable. So to use merge tags, ensure you use the default in-app font.
What Planhat’s Merge Tags Are:
[[FNAME]]: End User's first name.
[[LNAME]]: End User's last name.
[[EMAIL]]: End User's email address.
[[COMPANY]]: Company name.
[[COMPANY.PORTAL.URL]]: If the customer Portal is enabled then this will display a link to the portal.
[[COMPANY.CUSTOM.FIELD]]: For any field you've created in the custom properties of the Company model.
[[RENEWALDATE]]: The Company's renewal date.
[[ENDUSER.CUSTOM.FIELD]]: For any field you've created in the custom properties of the End User model.
[[OWNER.CUSTOM.FIELD]]: For any field you've created in the custom properties of the owner.
[[OWNER.FNAME]]: Owner's first name.
[[OWNER.LNAME]]: Owner's last name.
[[OWNER.EMAIL]]: Owner's email.
By OWNER we mean the team member who owns the End User corresponding to each recipient, or the owner of the Company in Planhat. The value between the double brackets is case insensitive, so for example [[email]] and [[Email]] are also acceptable and will work in your email template.
If you would like to check your merge tags before sending an email, you can do so by clicking on "Preview" (the eye symbol in the bottom right-hand corner) and it will show you the values it is replacing the tags with.
Below is an example of an email that is using merge tags. The buttons to access merge tags and to preview the email are highlighted at the bottom.
📌Important to note: If one of the merge tags in the email doesn't have the data available to populate it then an empty string will appear e.g. [[FNAME]]. The email will also go to the "Outgoing - need action" folder in the "Email Manager" Home feature. There you will be able to resolve the issue by removing the merge tag or by adding data to the field that the merge tag is referencing.
Using Merge Tags in Hyperlinks
To make a URL field a link (like the link to your calendar) you can do the following:
Type in your desired text.
Select the text.
Press CTRL + K (or CMD + K on Mac) or click on the link icon in the email dialogue footer.
For the URL, paste the merge tag (e.g. [[OWNER.CUSTOM.CALENDLY]]).
You can add a custom field to your user profile and have a link to your booking calendar in the email template! This can be any text string you enter in the custom field.
Check out this article to find out how to create your own custom fields.