Email templates when setup correctly save a practice a large amount of admin time. An even greater efficiency is being able to automate specific people to be emailed on a per matter basis.
When configured properly, email templates can significantly reduce administrative workload for a practice. Furthermore, enhancing efficiency can be achieved by automating the process of sending emails, including CC and BCC, to mandated individuals for each specific matter.
Let's illustrate this with an example.
You use the bulk invoicing feature in SILQ.
You have clients who have specified to you that the invoice for Matter number 123 needs to go to Person X but the accounts department has to be CC'd otherwise you will not receive payment.
The Principal of the Practice would like to be BCC'd on every invoice that is sent out.
You can imagine that if something similar to the above was relevant to 30 open matters at any one time (for example) plus you invoice at the end of every month and the matters go on for multiple months, it will be tiresome to keep track of who needs to be emailed.
To address this issue efficiently, you are able to setup the contacts that need to be emailed at the time you are setting up a matter. This way, it is only done once and (so long as the mandate does not change during the course of the matter), whenever a relevant email template is generated for that matter you will have the contacts already pre-populated.
It is important to note that we are using the example of an invoice specific email template, however the same scenario could apply to a range of other email types e.g. a fee agreement email template etc
To set this up:
1. When creating a new matter or editing an existing matter, find the Client, Correspondents and Parties tab.
2. Expand the tab
3. Click on the green Add Corres./Party button
4. Choose the contact if they already exist. If they are a new contact, add them first and then select them. Ensure the contacts email addresses are saved to the contact card
5. Choose the Role Email "To" Contact - a contact can have multiple roles within a matter, as you can see from the below screenshot
6. Press save
7. Do this as many as necessary based on the number of people you would like to be emailed in the "To" field
8. Follow steps 3-6 again, but this time choose the contact required in the Email "CC" field
9. Do this as many as necessary based on the number of people you would like to be CC'd
10. Follow steps 3-6 again, but this time choose the contact required in the Email "BCC" field
11. Do this as many as necessary based on the number of people you would like to be BCC'd
12. Now that the relevant contacts are set up, you are able to configure the relevant email template with these codes -
<i:m-emailto>
<i:m-emailcc>
<i:m-emailbcc>