Email (Advanced): Add Personal Touches With Shortcodes

When creating a template or sending an email to multiple recipients, include dynamic data—called shortcodes—to individualize the message. 

Account, Contact, and Date shortcodes are available for the subject line and the body text, and depending on the mode and template used, you can apply all or just some of them. 

Covered here:

Below, see the examples using shortcodes and how they appear to the client:

Email Subject Line & Body With Shortcodes   What Your Client Sees 
[CURRENT_MONTH] Notice for [ACCOUNT_NAME] July Notice for ACME Corp
Dear [FIRST_NAME]  [LAST_NAME]: Our team wasn’t able to reach you. Is the phone number [PHONE_NUMBER] correct? Dear Otto Mann: Our team wasn’t able to reach you. Is the phone number +1 855-766-3835 correct?
Your 1040 for [LAST_YEAR] is ready! 
Your 1040 for 2020 is ready! 

Selecting the Shortcode Mode

You can select either the Account shortcodes or Contact shortcodes mode:

  • When the Account shortcodes mode is selected, you can apply shortcodes related to accounts only. 
  • When the Contact shortcodes mode is selected, you can apply shortcodes related to contacts. 
Date shortcodes are available in both modes.

To select the shortcode mode click on the downward arrow to the right of the template name, then choose a shortcode mode from the drop-down.

Account Shortcodes 

When you choose Account shortcodes while sending an email in bulk or creating an email, message, or contract template, it allows you to include the name of the account in your email or template.

You can use the Account name shortcode in both the Account shortcodes and Contact shortcodes modes. However, if you want to select accounts as recipients for your email (emails are sent to all linked contacts with Notify toggled on), select the Account Shortcodes mode.

Contact Shortcodes

When you choose the Contact shortcodes mode while creating an email template or sending emails in bulk, it allows you to select contacts as the recipients for your email or template (emails are sent only to the selected contacts).

Contact shortcodes include: 

  • Contact Name
  • First Name
  • Middle Name
  • Last Name
  • Phone Number
  • Country
  • Street Address
  • City
  • State
  • Province
  • Zip
  • Postal Code 

Date Shortcodes

Use Date shortcodes while sending emails in bulk, creating an email template, a message template, or a contract template.

While creating an email template or sending emails in bulk, you can use date shortcodes in both the  Account shortcodes and Contact shortcodes modes.

Date shortcodes include: 

  • Current Year
  • Last Year
  • Current Month
  • Last Month
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