¶ 1. Overview
The Manage Email Templates feature allows firms to create, customize, and maintain standardized email templates used throughout LawPractica. These templates ensure:
- Consistent communication
- Professional branding
- Faster email generation
- Reduced manual typing
- Accurate and dynamic content using placeholders
Email templates are used across billing, payments, reminders, client communication, and automated notifications.
¶ 2. Features Under Manage Email Templates
¶ 2.1 Email Templates (List View)
Displays all email templates available in the system.
¶ Key capabilities
- View all templates
- Create new templates
- Edit existing templates
- Duplicate templates
- Activate or deactivate templates
- Identify template purpose (Invoice, Reminder, Payment Link, etc.)
¶ 2.2 Email Template Detail (Editor Modal)
- A detailed editor for customizing the subject line, body content, placeholders, and formatting of an email template.
¶ Key capabilities
- Edit template name
- Edit subject line
- Customize email body
- Insert dynamic placeholders
- Preview email output
- Save and activate template
¶ 3. Email Templates (List View)
- The list view provides a complete overview of all email templates.
¶ Information Displayed
- Template Name
- Template Type (Invoice, Payment Request, Reminder, etc.)
- Status (Active/Inactive)
- Actions (Edit, Duplicate, Deactivate)
¶ Key Capabilities
- Search templates by name
- Filter by template type
- Create new templates
- Edit or duplicate existing templates
- Deactivate templates no longer in use
- This view is the central management screen for all email communication formats.
¶ 4. Email Template Detail
- The detail modal provides full customization options for a single email template.
¶ 4.1 Template Information
- Template Name
- Template Type
- Status (Active/Inactive)
¶ 4.2 Subject Line
Customize the subject line using:
- Static text
- Dynamic placeholders (e.g., Client Name, Invoice Number, Matter Name)
- Examples:
- “Invoice #[InvoiceNumber] from [FirmName]”
- “Payment Request for [ClientName]”
¶ 4.3 Email Body Content
The body editor supports:
- Rich text formatting
- Paragraphs and spacing
- Dynamic placeholders
- Firm branding text
- Custom messaging
¶ Common placeholders include:
- [ClientName]
- [InvoiceNumber]
- [InvoiceAmount]
- [MatterName]
- [PaymentLink]
- [FirmName]
- [LawyerName]
Placeholders automatically populate when the email is sent.
¶ 4.4 Preview
Users can preview the email to verify:
- Placeholder replacement
- Formatting
- Branding consistency
This ensures the final email appears professional and accurate.
¶ 4.5 Activation & Usage
Templates can be:
- Activated for system‑generated emails
- Assigned to specific workflows (e.g., invoice emails, payment reminders)
- Used manually when sending emails from various modules
¶ 5. Integration with Other Features
Email Templates integrate with:
¶ Invoices & Payments
- Used when emailing invoices
- Used when sending payment receipts
¶ e‑Payment Request
- Templates used for sending payment links
¶ e‑Payment Manager
- Templates used for payment confirmations
¶ Client Portal
- Notification emails use assigned templates
¶ Reminders
- Automated reminders use predefined templates
¶ 6. Best Practices
To maintain a clean and effective email template library:
- Use clear template names (e.g., “Invoice Email – Standard”)
- Keep messaging concise and professional
- Use placeholders wherever possible
- Avoid unnecessary templates
- Review templates annually for branding or compliance updates
- Ensure tone and formatting match firm standards
¶ 7. Summary
The Manage Email Templates feature provides a centralized, flexible system for creating and maintaining professional email formats across the firm. With tools for customizing subjects, body content, placeholders, and activation settings, it ensures consistent, accurate, and polished communication with clients.
This module is essential for firms that want to streamline communication and maintain professional standards across all email interactions.