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Custom email setup

Email template

Purpose:

Enable users to modify email templates for enhanced personal communication with options to edit the subject, body, email signature, and add social links. Targeted for businesses to manage client onboarding, project proposals, task reviews, and invoice notifications.

Goals:

- Simplify email customization process. - Allow dynamic content insertion for personalized communication.

Functional Requirements

Editable templates for client onboarding, project proposals, task reviews, and invoice acceptance.
Customizable subject lines, email bodies with placeholder support, signatures, and social media links.
Real-time previews of edits. (under 2 sec)
Save and manage custom templates.

Non-Functional

Intuitive UI for non-technical users.
Fast performance with sub-2-second response for edits.

User Stories

1. As a user, I want to easily customize email templates to match my brand and communicate effectively with clients. 2. As a user, I need to insert dynamic fields like {{firstName}} to personalize emails automatically.

Default template:

Client Sign up from catalog/ client added by agency.
Subject:
{company_name} has invited you to join as a client in their workspace. Please click the following link to complete the sign process.
URL:
ellis.test.agencyhandy.com/sign-in
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Email:
alishaownonethread@gmail.com
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Password: hiTXemvhVy
Regards,
{company_name}
proposal sent to client.
Sub: You have received a new proposal for {service_name} from {company name}
Hi,
{Company_name} has sent you a new proposal for {service_name}
Proposal Details:
proposal Number: #[proposal Number]
Total Amount: [Insert Total Amount]
Due Date: [Insert Due Date]
To accept/reject please login to your workspace. [CTA: View proposal]
after login directly redirect to proposal page
Regards,
[Company_name]

Agency creates a ticket for client.
Sub: New Ticket Created: [Ticket Number] - [Ticket Subject]
Dear [client_name],
A new ticket has been created for by {agency_name} for you.
Ticket Information:
Ticket Number: [Insert Ticket Number]
Client Name: [Insert Client Name]
Brief Description: [Insert Brief Description of the Issue]
Action Required:
Please review the ticket details
[CTA: View Ticket]
after login directly redirect to the ticket details
Task review Client
Sub: You have a task to review from [Company Name] for the [Service Name]. Action required!
Dear [Client's Name],
You have received a task to review.
Task Details:
Task Name/Number: [Insert Task Name - Number]
You can log in into your client portal to review the task.
[CTA: Review Task]
after login directly redirect to the task details
Thank you for your cooperation.
Best regards,
[company name]
Agency created an order for client.
Sub: An order has been created for [client_name] by [company_name] for [service_name]
Dear [Client's Name],
We're excited to confirm that your order has been created successfully.
Order Details:
Order Number: #[Order Number]
Date of Order: [Insert Date]
Services Ordered: [Service name]
Total Amount: [Insert Total Amount]
Quantity: [Quantity]
If you have any questions or need assistance or want to see the progress, please login to the portal.
[CTA: View order]
after login directly redirect to the order details
Regards,
[Company_name]
Agency sending invoice to client.
Subject: Invoice #[Invoice Number] Attached
Dear [Client Name],
Please find attached the invoice for our recent services rendered. Kindly review and let us know if you have any questions.
Invoice Details:
Invoice Number: #[Invoice Number]
Total Amount: [Insert Total Amount]
Due Date: [Insert Due Date]
[CTA: view invoice]
Thank you for your prompt attention to this matter.
Best regards,
{Company_name}
Comment From Team to Client
Subject: New Comment: [order_id] for [service_name]
Dear [Client's Name],
You have received a new comment on [order_id]:
Date/Time: [Insert Date/Time]
Comment: [Insert Comment]
[CTA: view comment]
Please review and respond as necessary.
Thank you.
Best regards,
[Company_Name]
Payment Received (New)
Dear {{Client Name}},
Thank you for your payment! We have successfully received your payment for the service {{Service Name}}.
Payment Details:
- Service Name: {{Service Name}
- Payment Amount: {{Payment Amount}}
- Payment Date: {{Payment Date}}
- Invoice ID: {{Invoice ID}}
- Order ID: {{Order ID}}
Your account has been updated accordingly, and your service will continue without interruption. If you have any questions or need further assistance, please feel free to contact us.
Thank you for choosing {{Your Company Name}}.
Best regards, The {{Your Company Name}} Team
Payment Missed (New)
Dear {{Client Name}},
We hope you are well. Our records indicate that we were unable to process your recent payment for the service {{Service Name}}.
**Subscription Details:** - Service Name: {{Service Name}} - Due Date: {{Due Date}} - Missed Payment Amount: {{Due Payment}} - Order ID: {{Order ID}}
Please update your payment details to avoid any interruption in your service. You can manage your payment information from your account dashboard.
If you have any questions or need further assistance, please feel free to contact us.
Thank you for your prompt attention to this matter.
Best regards, Company_name
Payment Reminder (New)
Dear {{Client Name}},
We hope you are enjoying our [Service Name]. This is a friendly reminder that your subscription is due for renewal in 2 days.
**Subscription Details:** - Service Name: {{Service Name}} - Renewal Date: {{Renewal Date}} - Subscription Amount: {{Subscription Amount}}
To ensure uninterrupted service, please make sure your payment details are up to date. You can manage your subscription and payment information from your account dashboard.
If you have any questions or need further assistance, please feel free to contact us.
Thank you for choosing our service!
Best regards, Company_Name
email dynamic variable and CTA list
Dynamic variable
Update in the dynamic variable
Shown in UI
CTA button list
Template Name
Notes
1
company name
{{company.name}}
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2
client name
{{member.name}}
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3
service name
{{service.name}}
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4
Order_id
{{project.id}}
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View Order
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5
invoice_id
{{invoice.id}}
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View Invoice
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Open
6
invoice_total amount
{{invoice.amountTotal}}
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7
invoice due date
{{invoice.createdAt}}
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8
ticket_number
{{task.id}}
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View ticket
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Open
9
task_id
{{task.id}}
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view task
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10
proposal_id
{{quotation.id}}
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View proposal
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11
Proposal_due date
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12
Order_quantity
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13
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View comment
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14
Renewal Date
{{subscription.nextPayment}}
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Payment reminder
Open
15
Subscription amount
{{invoice.totalAmount}}
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Payment reminder
Open
16
Renewal Date
{{invoice.createdAt}}
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Payment reminder
Open
17
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