Overview
The Custom Email Template feature allows you to upload your office email templates into the BoldTrail BackOffice email system within a few clicks. Add any number of email templates you are regularly using and automate every step of the real estate transaction process. With an easy-to-use pull-down menu, system admins or agents can choose the correct template, which instantly populates an email with critical transaction information.
Many BoldTrail BackOffice users love this feature because it is:
Compliant: Easy to comply with your office procedures and state regulations
Accurate: Reduce human error and headaches
Automated: No more cut and paste, or manually typing emails
Consistent: No more surprises
Efficient: Your agents will accomplish tasks quicker
How do I create a custom email template?
Go to Fields > Email templates and click the Add template button. Then, enter the template Name, letter Subject, and Body text. Once created, the template can be used for sending emails.
Use the shortcodes listed below to pull dynamic data into your email templates.
General Shortcodes
Important notes
You do not need to include the ##{{ }} braces in your actual shortcodes; they're given as a layout example.
When using shortcodes, please ensure that there is no space after the ":" symbol.
For custom fields, it is crucial to match the capitalization exactly as labeled in the shortcode. This will help prevent any confusion or issues with the functionality of the shortcodes.
Layout example:
$(today) - today's date in format May 23, 2018
Transaction Field Shortcodes
$(full_address) - full property address
$(custom_id) - transaction ID
$(price) - transaction price
$(closing_date) - projected closing date of the transaction
$(transaction_type) - type of the transaction$(representing) - buyer, seller or both
$(created_at) - the date when transaction was created in BoldTrail BackOffice
$(acceptance_date) - acceptance date of the transaction
$(status) - transaction status
$(custom_field:Field Name) - any custom field of the transaction
Contact Shortcodes
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:name)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:company)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:email)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:address)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:city)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:state)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:zip)
$(contact:##{{CONTACT ROLE}}:##{{CONTACT NUMBER}}:phone)
* ##{{CONTACT ROLE}} - role of the user or contact within current transaction, case insensitive. For example: "Buyer's agent" or "Broker"
* ##{{CONTACT NUMBER}} - sequential number of the user or contact with the same role (top to bottom). So if there are two or more people in the same role, you can specify which one you're referring to. For example: "1" or "2"* there is a special role "coop_side" available if company represents only one side
Complete Examples: $(contact:seller:2:name) OR $(contact:buyer's agent:1:email)Commission Shortcodes
$(tgc) - total gross commission$(shared_income:##{{NAME}}) - sum of all shared income items with specific name paid to the office
$(unshared_income:##{{NAME}}) - sum of all unshared income items with specific name paid to the office
$(award_distribution:office) - award distribution to the company
$(award_distribution:coop_side) - award distribution to the coop side
$(award_distribution:listing) - award distribution to the listing side
$(award_distribution:buying) - award distribution to the buying side
$(GROSS_INCOME) - company gross income