How To Create And Edit An ATS Template
- Eva Mae Seno
I. ProntoPlus: How to Create and edit an ATS Template (User Guide)
As a Fundraiser, you are about to send an Annual Tax Statement (ATS), which are statements listing donations made by the individual donor in a financial year. To do this, you need to set up a new Classic Email Template and a new ProntoPlus Email Template.
Create a Classic Email Template
Go to Setup —> Classic Email Templates
To create a New Template, press the New Template button and it will let you choose what type of email template you would like to create.
Step 1.
You can choose the type of email template you would like to create.
In this example we will choose Custom.
Then click Next.
Step 2.
Fill-in the necessary fields.
Be sure to check the Available For Use checkbox to make the template available.
Email Template Name - Put your desired Template Name and the Template Unique Name will be populated automatically.
Encoding: Choose General US and Western Europe.
Description and Subject - The Internal Description and Subject of your Template.
Click Next when done.
Step 3.
Subject - Enter the Subject that will be used when the email is sent out.
Email HTML Body - The content of your template.
Save template when done
II. How to add dynamic content into the body of the ATS
When customizing your ATS template, you may wish to enter a field from a Salesforce record that should be dynamically replaced
Salesforce Classic Email Templates has native merge fields available however when receipting to Organisations and Contacts, you will need more smarts.
ProntoPlus Consolidated Statement provides this by using a single ‘variable’ or merge field tag, but across multiple objects, and knowing which object to pull from depending on the Donation Type field. It also allows you to prioritise values so that if one field is empty, you can look for the value in a different field.
i.e. you want the Salutation of the receipt to be filled by the Donor’s name.
In our example, there are 5 entries with the same variable name ‘salutation’. However when you look at the Type and the Object, you can see that 3 are for donations given by Accounts, and 2 are for donations given by Contacts.
Of the 3 from Accounts, 1 is for Donation type: Household, which will pull the Informal Greeting from the Household. The other 2 are for Organisational donations, and according to the priorities, it will first look for the name of the Primary Contact of the Account to use in the salutation, and if that is blank, it will use priority 2, which is the name of the account itself.
Similarly, the donations made by Individual contacts will first look for the Title and Last Name, and if that is blank, it will retrieve the full Name field of the contact.
The last Type of variable is the Global Variable, which says, that no matter the donation type, this variable will always apply.
III. Option To Clone
Alternatively you can Clone the generic receipt template that is included in the ProntoPlus Package, and edit it, as a base-line.
To show all the templates in ProntoPlus Package, change the folder view and select ProntoPlus.
Choose one receipt to clone by clicking its name.
Click the Clone button.
This is what it looks like after you clicked.
You can customise the Folder, Template Name and Description. In this example I will change the Template Name and Description. Then hit Save button when done.
You can now see the template is created through cloning.
IV. Editing an ATS Template
When you are using an HTML or Custom ATS Template, when you edit the template, you need to edit both the HTML and the Text Versions.
a. Steps in Editing the HTML Version
Go to Classic Email Template and choose a template to edit.
Click Edit HTML Version button.
You can edit the HTML Body and Save when done.
b. Steps in Editing the Text Version
Once you have finished editing the HTML version, this will copy and overwrite all the Text Version content from the HTML Version.
Step 1.
Choose an email template to edit. Once opened,
Click the Edit Text Version button.
Step 2.
Click the Copy Text From HTML Version.
Step 3.
A Notification will show above, hit the OK button.
Step 4.
And click Save when done.
V. Creating ProntoPlus ATS Templates
Once the template has been created in Classic Email Templates, you are now ready to create a New ProntoPlus ATS Template, pointing out the created template from setup and then ProntoPlus will recognise it.
In the App Launcher Type and open the Receipt Templates (PPlus) Tab.
Add new template by clicking the New Button.
Choose ATS as the Record Type for the email template.
Select the Email Template first, using the magnifying glass to find the name of the template you’ve created in Classic Email Templates.
Receipt Template Name: the receipt template name
Email Template: the template of your choice
Receipt Email Subject: if you want a custom receipt email subject, enter it here
Sender’s Org-Wide Email Address: used to specify the sender’s email of the receipts.
Click the Save button when done.
Now that you have set up the ProntoPlus Consolidated Template and the Classic Email Template, you can select this template in either the ProntoPlus Settings or on the Opportunities.