When sending emails from within Planhat, you're able to use tags that allow you to have the information automatically entered into the email, such as the first name of the email recipient (an End User), or the first name of the email sender (a User).
This is especially useful if you have steps in Sequence Workflows with email templates - e.g. you send automated welcome emails to new End Users.
With merge tags, you can email a large number of people using the same email template, knowing that each individual End User receives the email personalized with their own data.
Each custom field on the Company model is available as a merge tag, so you can make use of technical information you have on each Company, automatically creating detailed, accurate emails.
📌Important to note: Merge tags will always show in the default font style supported in Planhat, and this is non-editable. Therefore, ensure you use the default in-app font.
Planhat's Email Merge Tags
[[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 custom field you've created on the Company model.
📌 Important to note: If you are referencing a custom field name with spaces, you need to replace those spaces with underscores in the merge tag
E.g. if the custom field is Example Custom Field ...
... then the merge tag will be [[COMPANY.CUSTOM.EXAMPLE_CUSTOM_FIELD]]
[[RENEWALDATE]]: The Company's renewal date.
[[ENDUSER.CUSTOM.FIELD]]: For any custom field you've created on the End User model.
📌 Important to note: If you are referencing a custom field name with spaces, you need to replace those spaces with underscores in the merge tag
E.g. if the custom field is Example Custom Field ...
... then the merge tag will be [[ENDUSER.CUSTOM.EXAMPLE_CUSTOM_FIELD]]
[[OWNER.CUSTOM.FIELD]]: For any field you've created in the custom properties of the owner.
📌 Important to note: See notes above about spaces/underscores.
[[OWNER.FNAME]]: Owner's first name.
[[OWNER.LNAME]]: Owner's last name.
[[OWNER.EMAIL]]: Owner's email.
By OWNER we mean the User (Team Member) who owns the End User 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.