by Mark Anthony Figueroa

Introduction

In this post we will cover setting up email templates that include external links. We will also cover configuring email forwarding and other efficiency tips. Our choice application is Gmail, but we will include relevant information for other email applications too. There are many time-saving tips you can implement with your standard email host that will significantly improve your workflow(s) and efficiency.

For example, whether your workflows are on paper or in your head, you likely have some standardized method of asking for data. If you collect information prior to specific meetings, you can attach the form link to any of your email templates. Adding the link to the form into your meeting confirmations ensures a consistent client experience. Additionally, if you have any templated emails for common items, you can attach the link to a templated email as well. 

If you have any questions, feel free to ask. We’re here to help!

Click here to preview our JotForm templates. They include comprehensive conditions for rapid operational use.

Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.

Email Templates in Gmail 

Source: Gmail Template Guide

Templates can be useful in many scenarios. A typical use form templates would be the following: 

1. A lead or prospect who you have not met with reaches out, you can create a simple template that thanks them for reaching out, and includes a link for them to either fill a form or book a meeting. 
2. You receive the same questions regarding a service, product or general information. You can copy your FAQ page into an email (or link it) and quickly send it as a reply.
3. Referral Welcome and Referral Thank You templates are a must have if your business model is composed of referrals. 

Enable templates

1. Open Gmail.
2. At the top right, click “Settings”
3. At the top, click “Advanced”
4. In the Templates section, toggle “Enable.”
5. At the bottom, click “Save Changes.”

Create Templates

1. Hit Compose on the top left

2. Hit the three dots on the bottom right next to the trash can

3. Hover over templates and select the template you’d like to edit

4. Edit the email then hit the three dots again

5. Hover over templates, hover over save draft as template and either save as new template or select the template you want to overwrite

Notes: 

• If your signature is auto-applied, make sure not to include your signature when saving the template.
• You can only create up to 50 templates.

Follow the same steps above to create and save a new template.

How to set up email templates in other apps: Outlook | Apple | Yahoo

Signature Line in Gmail 

Your signature line can add additional quality of life hacks to your general business process. The next section will show you how to add it to your messages automatically.

Here’s how:

1. Embedding Meeting/Call to Action(s) links into your signature line
2. Adding links to disclosures/disclaimers such as ADVs, Privacy Policies, etc.
3. Link to your website, a testimonials page or an FAQ page
4. Links to your social media

Here is what my signature line looks like:

Preferred tool: My Signature Editor

Setting Up a Signature Line in Gmail 

You can put up to 10,000 characters in your signature.

1. Open Gmail.
2. In the top right, click “Settings”.
3. In the "Signature" section, add your signature text in the box. If you want, you can format your message by adding an image or changing the text style.
4. At the bottom of the page, click Save Changes.

Next Post

So far we’ve covered setting up a form, integrating and efficiency tips for your emails. In the next post, we will recap the previous 5 posts and introduce the topic you’re here for: automation. If you found this helpful, like, comment and share. Chances are there are many people in your professional network that would benefit from this. 

Also feel free to think of creative uses for email templates: maybe a Date Invitation to your spouse or partner. Use the same verbiage with minor tweaks and attach a new image every time you send it. Perhaps you can create an Angry Response Template or ART that stores all of the negative things you want to say to colleagues, coworkers or clients. You never know when you come up with a funny quip that you can email to a friend who would appreciate it.

If you have any questions, feel free to ask. We’re here to help! Shoot an email to [email protected] or click here to see our form templates for sale.

Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.