How to Create and Manage Mail Templates in Horilla CRM

Mail Templates in Horilla CRM help administrators and teams create reusable, professional email formats for system notifications, user communication, and request-based emails. Instead of drafting emails repeatedly, templates allow you to standardize content, insert dynamic data, and preview emails before sending. This approach ensures uniform communication while saving time and lowering the risk of manual mistakes.

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Mail Template Management is available from the Settings area and is typically used by administrators or users with configuration permissions.

Accessing Mail Templates

Mail Templates can be accessed directly from the Settings panel in Horilla CRM.

Guide to Accessing Mail Templates:

• Navigate to Settings using the top navigation bar.
• In the Settings sidebar, expand the Mail section
• Select Mail Template

Once opened, the Mail Template page displays all existing templates. If no templates are created yet, an empty state is shown with an option to add a new template.

Creating a Mail Template

Creating a mail template allows you to define the email structure, subject, and dynamic content.

Steps to create a mail template:

• Click the New button from the Mail Template list view
• The Create Mail Template form opens

Each field is provided to capture a particular aspect of the template:

• Template Title
  A descriptive name to identify the template internally.
• Subject (Optional)
  The email subject line. This can be set dynamically if left empty.
• Related Model (Optional)
  Select the model this template is related to (for example, User, Company, or Request).
  • Once a model is chosen, the template is applicable only to that model.
  • If left unselected, the template becomes a General Mail Template and can be reused across multiple modules.
• Body
  The main content of the email. This is created using a rich text editor that supports formatting, tables, images, links, and HTML view.

Using Insert Fields (Dynamic Values)

Above the email body, an Insert Fields button is available to add dynamic placeholders.

Purpose of Insert Fields:

• Automatically populate email content with real data
• Avoid manual typing of user- or company-specific information

How Insert Fields works:

• Click the Insert Fields button
• A pop-up opens showing available field categories

Available Field Categories:

• User – user-related information such as username, first name, email address, role, location, language, and time settings
• Company – active company details
• Request – request-specific data
• Module Instance – fields from the selected related model record (for example, Lead, Opportunity, Contact, or other module-specific data). These fields dynamically pull values from the exact record that triggered the email.

Steps to insert fields:

• Select one or more fields from the list
• Click Insert Selected Fields
• The selected placeholders are inserted into the email body at the cursor position.

When the email is delivered, placeholders are dynamically filled with the corresponding values.

Preview Mail Template

Click Preview to check how the email content will look to recipients.

Preview features:

• Displays formatted email content
• Shows layout, colors, buttons, and structure
• Helps verify spacing, alignment, and readability

Previewing ensures the template looks professional and error-free before saving or using it in live communication.

After completing the template details, review the subject and body content carefully and click Save Template. Once saved, the template is added to the Mail Template list view and becomes available for use based on its related model or as a general template.

Mail Template List View

The Mail Template list view provides a centralized place to manage all templates.

• Template name
• Related model (or marked as General)
• Search option to quickly find templates
• New button to create a template

Available actions:

• Edit an existing mail template
• Delete a mail template that is no longer required

This view helps administrators clearly identify which templates are model-specific and which are general-purpose.

Mail Template Management in Horilla CRM provides a powerful and flexible way to manage email communication. With support for dynamic fields, model-based templates, rich text editing, and preview functionality, teams can create consistent, reusable, and professional emails with ease. Proper use of mail templates improves communication efficiency, branding consistency, and overall user experience across the CRM.