Introduction and Purpose of Template Groups
Enroll has workflow automations which can automate communications to interested families using email templates and text templates. Both templates can use variable tags to customize key parts of the communication, like inserting the guardian's name and ending with the correct location director's name and contact information. When a workflow automation is triggered, it can send the same template for multiple locations, with location-based variable tags customizing the message for each location.
Variable tags meet most customer needs, but sometimes you want an automation to send completely different templates for different locations--for example, maybe you want to list amenities which vary by location. Template Groups allow you to build a workflow automation that can send out completely different templates based on which location the message is coming from.
For example, if you create one template for locations A, B and C, and you create a second template for locations D and E, put them in a Template Group and assign that Template Group to a workflow automation. When the automation is triggered by events at location D, the automation will send the guardian the second template.
High Level Process Overview
If necessary, enable the Template Groups feature
Build a template and assign it for use at one or more locations
Repeat step 2 until you have a template for each location the workflow automation will cover
Create a Template Group and assign templates to it
Build a workflow automation that sends templates and set it to send your Template Group (or Use a Template Group to send confirmation emails when a guardian fills out a Landing Page form)
Now, whenever your workflow automation is triggered, it will send the correct template based on which location the template is being sent from.
The Process in Detail
Please note that some organizations restrict access to the pages or icons specified below. If you do not see the options listed, ask your company's CRM Administrator for help.
1. If necessary, enable the Template Groups feature
A) Click Settings > System > Features
B) Enable the "Template Groups" toggle
2. Build a template and assign it for use at one or more locations
A) Click Automation > Message Templates > Add Template
B) Select Text or Email and give your template a name (and if an email template, fill out the subject line), then click Save & Continue
Pro Tip: When building templates for a template group, use a name that will help you remember which locations the template will be used for.
C) Build your template; click the "Help" button to open help documents for using the email template editor
D) Leave "Add to Template Group" blank for now; assign the template to one or more locations using the "Hierarchy Type" select list and the select list to the right of it (which changes names; it's labeled "Brand" below); then click Save & Close
Pro Tip: the step above is key to using Template Groups; this tells the system which locations should use which templates.
3. Repeat step 2 until you have a template for each location the workflow automation will cover
Pro Tip: At a minimum you need to have a template assigned to each location your workflow automation will be used for. Best practice is to have one additional generic template that is set to be used as a backup at all your locations. The system will look for location-specific templates to use first and will use company-wide templates last. This is a best practice because, for example, if you add a new location but forget to add that location to a template in your Template Group, the generic company-wide template will be used. If the workflow automation is using Template Groups to send a message from a location with no assigned template, it will send a blank message to that guardian. Having a generic backup template set for all locations in your Template Group protects you from having this happen.
4. Create a Template Group and assign templates to it
A) Click Automation > Message Templates > Gear Icon
B) Click the "+" icon next to the type of Template Group you want to create
C) Click "Add Template Group"
D) Give your Template Group a descriptive name that will help you remember what it's for
E) Add your templates to the Template Group
F) Click Save
You can always edit a Template Group later, for example if you add or close a location.
5. Build a workflow automation that sends templates and set it to send your Template Group
A) Build your workflow automation; for "Action Type" select "Send Email" or "Send Text"
B) Select "Yes" for "Use Template Group" and then select the Template Group you built for this workflow automation
C) Fill out the rest of the fields required for the action, finish building the rest of the automation, and click "Save"
or 5. Use a Template Group to send confirmation emails when a guardian fills out a Landing Page form
To use a Template Group to send a confirmation email to Guardians who fill out a web landing page, make sure the "Email confirmations to guardians" checkbox is checked, click "Yes" for "Use Template Group?" and then select your group.
If you have any questions, please don't hesitate to reach out to our Support Team!