All Things Templates
Templates are at the core of Yesware—they let you create personal, customized messages for every stage of your sales process. At their most basic, templates are messages that you’ve saved to your Yesware account that you can use for future emails. They allow you to send rich, complete emails to prospects in a fraction of the time it would take to draft that message each time you needed it.
On the Team and Enterprise editions of Yesware, templates can be shared across entire teams. We’ve also built reporting around templates, helping you see which are your most effective.
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Creating and Editing Templates
Templates can be created in two places – directly from the Gmail compose window and under the Personal Tab of My Yesware.
Using the compose window, you’ll have access to Gmail’s rich text features that let you change font, font size, colors, and other general formatting. Simply type out the message exactly how you’d want it to save as a template, click the Template tab in your compose toolbar and click “New”. From there, update the template name, subject and style options. Once you are all set, click “Save” and designate the select the category that will house the template.
To create new templates (and edit existing ones) through the Yesware App, click the Yesware menu at the top of Gmail followed by “My Account”. Switch over to the Personal tab and you’ll see each of your template categories listed on the left-hand side. When you click on any of these, each template under that category will be displayed. To create a new template, click the “New Template” button in the top right. To edit an existing template, find it on your list and click the “edit” button. Note: any changes made through the Yesware App will require that you refresh gmail to see the updates in the Gmail extension.
The Magic of Placeholders
No matter how great your template is, you’ll always want to gear it so that it’s unique to each one of your prospects. You might want to add in their name, a note about what you most recently spoke about, or set any numbers and figures to be specific to your prospect. When drafting your templates, put anything that should be fine-tuned before sending your email into placeholders and Yesware will make it easy to update. Anything that you’ve placed in brackets will be highlighted in red when that template is inserted into your email. These red-highlighted sections will be replaceable with a single click, matching the formatting around it.
We offer two different types of placeholders, Text Fields and Dropdown Fields, that can be used in templates. The Text Field act as blank freeform text entry fields. The Dropdown Field act as a picklist and when using the template, you will be able to choose from any of the options that you defined when creating the template.
1. Text Field
– In the template editor, click on the “+Test Field” button. Name the text field and click “OK”.
– If you use multiple Text Fields in a single template and name them the same thing (for instance, two text fields both called “Name”), filling in one of those Text Fields will fill in both.
2. Dropdown Field
– In the template editor, click on the “+Dropdown Field” button.
– Name the dropdown field and create up to 5 options.
If you are on our Enterprise plan, you can use dynamic templates to pull in information from the recipient’s record in Salesforce. When entering a new template in the Gmail compose window, we will look at the first recipient in the To field. If a matching contact or lead is found, we will populate the dynamic fields in your template with information from any matching Salesforce fields such as their name, company details, job title, etc.
Our template interface includes features to make emails faster and more effective.
Favorite Templates gives you the option to flag your most frequently used templates and save them in a single, easy to access place. You can favorite a template by clicking on the heart button on the far-right side of each template in the Template Menu. Favorite templates will be stored under the “Favorites” tab. Keep in mind that when you favorite a template, it will only be saved as a favorite on your current machine.
The Template Leaderboard allows Yesware users who are members of a team, but not leaders of the team, to see what templates their colleagues are using and how effective each one is. A team member can sort the leaderboard by Reply Rate as well as Open Rate. Clicking on a template in the leaderboard allows a user to use that template quickly or to copy that template to their personal library. As a result, individual team members can borrow effective messaging from their colleagues or they can permanently save a copy of that template. In essence, this allows individual team members to share their colleagues effective templates with themselves.
Another feature is the use of keyboard shortcuts. You can speed up access to templates by using CTRL+t (Macs) or ALT+t (PCs). Once launched, you can use the up/down arrows to quickly move between templates and the Enter key to insert a template.
Team Template Sharing
Yesware helps teams of salespeople by making it simple to streamline their email communications. In addition to creating a team in Yesware and gaining insight into team activities, our Team, Enterprise, and Custom plans include a centralized team template library. The team template library is a place where members of a sales team can collaborate on and share their most effective templates.
As a team leader, head to the Team tab inside the Yesware app (Yesware menu > My Account > Team). On the left-hand side there is a “Team Templates” section. Each team template category is listed under “Add/Edit Templates” – like the personal template library, you can add and edit templates in the Team Library.
When you click the “Review Templates” link, you’ll see a list of recently edited or created templates gathered from each of your team members. While reviewing these templates, you’re likely to find one that the rest of the team would benefit from having. Click the orange “copy to team library” button to add that template to the team library.
This will sync the template to all the members of your team. To distinguish between a personal template and a team template, look for the Leaderboard and Team Templates section of the Yesware Templates pop up window.
The more insight you have into your emails, the easier it is to continually improve them to see better results. We’ve built reports around templates that help you understand how you’re using your templates and how your prospects are interacting with them.
The Activity Report is a high-level review of all your Yesware activities including templates. This report breaks down your template usage by category and gives you a total of your templates used over the past 30 days. You’ll also see other data about your Yesware activities like how many emails you’ve sent to your CRM and how many tracked messages you’ve sent.
If you want more specifics about each individual template and how effective they are in getting your prospects engaged, head to the Template Reply Report. You’ll see 30 day usage information for each individual template in your library. This includes how many times you’ve used each template, how many replies you’ve received, and the reply and open rate. Seeing real numbers that apply directly to the performance of your emails will help you to identify which ones work – and which don’t – to become a more efficient salesperson and close more deals.
Users on our Team, Enterprise, and Custom tiers also get our Team Template Reply Report that will display your top performing templates up to 90 days. This report captures all the same information as the Template Reply Report across all members of your team and packages it into an easy, usable report. Not only will you see the efficacy of each individual template, but we’ll tell you whether it’s in your team’s template library or not. Using this report, you can find great performing templates that individual team members might be using that everyone should have.
Have a question that wasn’t covered in any of the above? Feel free to view our FAQ and submit a question through our Help Center. We’re here to help and we’d love to hear from you!