Email Templates

Email templates in Mythradon help streamline communication, save time, and maintain consistent messaging across your organisation. Templates can include predefined content for the email subject, body, and attachments, making it easy to create professional and accurate emails quickly.

In addition to static content, templates support conditional logic to include or exclude sections of the email based on data values—allowing for dynamic, personalised messaging. For example, you can display different content depending on the recipient's status, role, or other field values.

Templates also support iterator helpers, enabling you to loop through collections such as lists of related records (e.g. products, services, or checklist items) and render them in a structured format. This is especially useful for summarising items in quotes, invoices, service requests, and more.

Together, these features ensure that each email is tailored, relevant, and context-aware—without requiring manual editing.

Benefits

• Save time on repetitive emails and responses
• Standardise and control approved messaging
• Share templates across teams
• Use merge fields to auto-populate data from records

Using External Email Client

Email Templates in Mythradon are only available when using the built-in Email Client. They are not available if Use an external email client is enabled in your User Preferences.

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Using an Email Template

To use an email template, follow these simple steps:

• In the email client, click the Select Template button.
• Search for and select the desired email template.

Once a template is selected, the email's subject and body are automatically populated with the template content, and any merge fields are replaced with the relevant data. If the template includes attachments, they will also be copied to the new email.

You can modify the email's subject and body as needed and attach any additional files.

Note

If you select a template, make changes to the email body, and then choose another template, the system will prompt you to confirm whether you want to overwrite the existing content.

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Creating an Email Template

Email Templates can be created either by System Administrators through the Administration screens or by non System Administrators that have access to the in-built email client.

• System Administrators can navigate to Administration → Email Templates from the Menu Button
• Non System Administrators can navigate to Emails on the main menu and select Email Templates from the Action Menu

• Click Create Email Template
• Fill out the form as per the following table
• Use the Placeholder picklists to insert merge fields
• Click Save

Email Template Fields

Field	Description
Name	Name of the template
One-Off	Marks the template for one-time use (e.g., campaigns)
Category	Grouping for organising templates
Subject	Email subject line
Body	Main content of the email
Is HTML	Format as HTML or plain text

Email Template Attachments

Email templates can include attachments.

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Using Merge Fields

To insert merge fields into the email subject or body, use the Placeholder picklist. This allow you to easily select and insert merge fields from the appropriate entity types directly into the email template.

The available merge fields depend on the parent entity from which the email is being created. For example:

• If the email is created from the Contact, Lead, or Opportunity entities, Person merge fields will be available and correctly populated.
• If the same email template is used from an Account entity, Person merge fields will not be merged.

The Parent field on an email is automatically populated when the email is created from the detail view of an existing entity. Only entities of type Base Plus support creating emails directly from their Activity Panel.

If the email is created using the Quick Create menu, the Parent field will not be set by default. In this case, you'll need to manually select the appropriate parent record to associate with the email.

To ensure that merge fields populate correctly, always assign the parent record before selecting the email template.

Note

When creating an email from a Contact record, the Parent field is automatically set to the Contact's related Account (if one exists); otherwise, it defaults to the Contact itself.

The Parent field helps maintain a complete communication history by linking the email to the appropriate record. Additionally, emails are also linked to Contacts and Accounts based on matching email address fields.

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Common Merge Fields

The following merge fields are available for use in email templates and can help personalise and automate content.

System Merge Fields

These merge fields are available in all email templates, regardless of the entity the email is created from:

Merge Field	Description
{today}	Inserts the current date (e.g., 15 May 2025).
{now}	Inserts the current date and time (e.g., 15 May 2025 14:32).
{currentYear}	Inserts the current year only (e.g., 2025).
{optOutUrl}	Inserts a full unsubscribe URL, allowing recipients to opt out of future marketing emails. (Mass email only)
{optOutLink}	Inserts a clickable unsubscribe link. (Mass email only)
{optInUrl}	Inserts a full opt-in confirmation URL. (Used for lead capture confirmation emails)
{optInLink}	Inserts a clickable opt-in confirmation link. (Used for lead capture confirmation emails)

These fields are especially useful for dynamic content generation, legal disclaimers, and time-sensitive messaging.

User Merge Fields

User merge fields are available in all email templates and are used to insert details of the current user generating the email. These fields are particularly useful for adding signatures, contact information, or personalised sender details.

Merge Field	Description
{User.firstName}	First name of the user creating the email.
{User.lastName}	Last name of the user creating the email.
{User.name}	Full name (first and last) of the user creating the email.
{User.emailAddress}	Email address of the user creating the email.
{User.phone}	Primary phone number of the user creating the email.
{User.userName}	Username of the user creating the email.
{User.title}	Job title of the user creating the email.

Person Merge Fields

Person merge fields can be used in emails generated from the Contact entity or any custom entity of type Person. These fields allow you to personalise emails with data specific to the individual.

The standard Person merge fields include:

Merge Field	Description
{Person.firstName}	First name of the Contact or Person the email is generated from.
{Person.lastName}	Last name of the Contact or Person the email is generated from.
{Person.salutationName}	Salutation (e.g. Mr., Ms., Dr.) of the Contact or Person.
{Person.emailAddress}	Email address of the Contact or Person.
{Person.assignedUserName}	Name of the user assigned to the Contact or Person.
{Person.classificationCust}	Example of a custom field on a Contact or Person entity.

Note

All fields on the Contact entity—or on any custom entity of type Person—are available as merge fields. Use the Entity Manager to view the full list of available fields and their names.

Account Merge Fields

Account merge fields can be used in emails created directly from the Account entity. They are also available when the email's Parent is a Contact, Lead, or Opportunity that is linked to an Account.

These fields allow you to include key Account information in your email templates.

Merge Field	Description
{Account.name}	Account name
{Account.emailAddress}	Account email address
{Account.website}	Account website
{Account.phoneNumber}	Primary phone number
{Account.shippingAddressStreet}	Shipping street address
{Account.shippingAddressCity}	Shipping city
{Account.shippingAddressState}	Shipping state
{Account.shippingAddressPostalCode}	Shipping postal code
{Account.shippingAddressCountry}	Shipping country
{Account.billingAddressStreet}	Billing street address
{Account.billingAddressCity}	Billing city
{Account.billingAddressState}	Billing state
{Account.billingAddressPostalCode}	Billing postal code
{Account.billingAddressCountry}	Billing country

Lead Merge Fields

The following merge fields are available when the email is created from a Lead record or when the email's Parent is set to a Lead.

Merge Field	Description
{Lead.name}	Full name of the Lead
{Lead.accountName}	Associated account name
{Lead.addressStreet}	Street address
{Lead.addressCity}	City
{Lead.addressState}	State
{Lead.addressPostalCode}	Postal code
{Lead.addressCountry}	Country
{Lead.campaignId}	Linked campaign ID
{Lead.campaignName}	Linked campaign name
{Lead.emailAddress}	Email address
{Lead.firstName}	First name of the contact
{Lead.lastName}	Last name of the contact
{Lead.salutationName}	Salutation (e.g., Mr., Ms., Dr.)
{Lead.phoneNumber}	Phone number
{Lead.status}	Current lead status
{Lead.source}	Lead source (e.g., referral, web)

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Template Visibility

Visibility of Email Templates is controlled via both Roles and Teams. The Roles are used to control if User's have access to access, create, read, edit or delete Email Templates. The Teams are used to control if Users have access to use specific Email Templates. The Teams are used to control access to specific Email Templates assigned to a specific Team.

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Creating an Email Template Category

Mythradon allows you to store your Email Templates in categories to assist with finding them in the future.

To create an Email Template Category:

• Select Administration → Email Template from the Menu Button
• Click the Manage Categories button as shown below

This page displays either a tree or list view. You can toggle the preferred view using the List View or Tree View button

On the Tree View you can click the + symbol under the appropriate node/leaf to create the new Category or from the List View click the Create Category button.

Mandatory fields will be identified with an asterisk. i.e.) The Name field.

Click the Save button to save the new Email Template Category record.

Email Category Fields

Field	Description
Name	Name of the Email Template Category.
Order	Integer value that controls the sequence the Category will be listed in the Tree View mode.
Parent	Parent Category - Used to create the hierarchical tree structure.
Teams	Teams that will have access to the Email Template Category.

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Mailjet Markup Language (MJML) Email Templates

Mythradon supports email templates that use the HTML output generated from Mailjet Markup Language (MJML). While Mythradon does not convert MJML syntax directly, it fully supports HTML templates created using MJML editors.

This means you can design responsive, mobile-friendly email layouts using an MJML editor of your choice (such as mjml.io), export the resulting HTML, and paste it directly into your Mythradon email templates.

Benefits of using MJML-generated HTML in Mythradon include:

• Clean, responsive layouts that adapt to different screen sizes
• Compatibility with a wide range of email clients
• Support for images, buttons, and other visual elements
• Seamless integration with merge fields, conditional logic, and iterator helpers for dynamic content

Note

By combining MJML's design flexibility with Mythradon's template features, you can send well-structured, personalised, and visually consistent emails with ease.

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Conditional Helpers

Mythradon Email Templates allow you to use conditional logic to automatically show or hide content based on the values in your data. Below are some examples demonstrating how to use this feature.

Note

Conditional Logic only works when the email created from the template has a Parent record assigned — for example, when the Parent field is linked to a specific Account.

if

This example assumes a field called value exists. The content will be included only if the value field is not empty:

{{#if value}}
    {{value}}
{{/if}}

Note

When referencing fields inside a helper block (such as if, each, or ifEqual), use double curly braces: {{ fieldName }}.

When referencing fields outside a helper, use single curly braces: {fieldName}.

Account: {Account.name}

{{#if type}}
  Type: {{type}}
{{/if}}

This ensures correct rendering whether the field is part of conditional logic or regular content.

if / else

This example builds on the previous one. If the value field is not empty, it will be displayed; otherwise, a fallback message will appear:

{{#if value}}
    {{value}}
{{else}}
    No value
{{/if}}

Note

The if statement only checks whether a field is not empty. To evaluate whether a field matches or differs from a specific value, use conditional helpers like ifEqual or ifNotEqual as shown below.

ifEqual

Checks if the status field is equal to "Approved":

{{#ifEqual status "Approved"}}
    Your request has been approved.
{{/ifEqual}}

With an else block:

{{#ifEqual status "Approved"}}
    Your request has been approved.
{{else}}
    Your request is still being reviewed.
{{/ifEqual}}

ifNotEqual

Checks if the status field is not equal to "Rejected":

{{#ifNotEqual status "Rejected"}}
    Your request is still under consideration.
{{/ifNotEqual}}

unless

The unless helper is the inverse of if. It renders content only when the specified field is not present, empty, or false.

Example: Show a message if the description field is empty:

{{#unless description}}
    No description has been provided.
{{/unless}}

With an else block:

{{#unless description}}
    No description has been provided.
{{else}}
    Description: {description}
{{/unless}}

Note

These conditional logic helpers do not support and or or operators directly. To build complex logic, you combine nested statements for and conditions and use else blocks to simulate or conditions.

Complex Example: Combining and and or Logic

Suppose you want to display a message if:

• The status is "Approved" and the priority is "High" OR
• The status is "Pending" and the reviewer is "Manager"

{{#ifEqual status "Approved"}}
  {{#ifEqual priority "High"}}
    Your high-priority request has been approved.
  {{else}}
    Your approved request has standard priority.
  {{/ifEqual}}
{{else}}
  {{#ifEqual status "Pending"}}
    {{#ifEqual reviewer "Manager"}}
      Your request is pending review by the manager.
    {{else}}
      Your request is pending review.
    {{/ifEqual}}
  {{else}}
    Your request status is unknown or not applicable.
  {{/ifEqual}}
{{/ifEqual}}

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Explanation:

• First, it checks if status is "Approved".

• If yes, it further checks if priority is "High".

• If priority is not "High", it shows a fallback message for approved requests with standard priority.

• If status is not "Approved", it checks if status is "Pending".

• If yes, it checks if reviewer is "Manager".

• If not, it shows a general pending message.
• If none of these conditions are met, it shows a default message.

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Each Iterator

Using the each Helper

The each helper in Mythradon email templates allows you to loop over a collection of related records and display them in your email. This is especially useful when you want to list items such as contacts, products, services, checklist entries, or any other repeatable data.

Syntax

{{#each collectionName}}
  ... content using fields from each item ...
{{/each}}

Example

If your email's parent record is related to multiple contacts (e.g. via a contacts relationship), you can list each contact's name like this:

{{#each contacts}}
  Contact Name: {{name}}
  Phone: {{phoneNumber}}
{{/each}}

This will output a list of contact names, one for each record in the contacts collection.

Common Use Cases

• List all items in a quote, invoice, or order
• Show all assigned team members or contacts
• Display checklist items or completed tasks
• Include a breakdown of services or components

Notes

• The each block repeats its contents once for each item in the specified collection.
• Within the block, you can reference any field available on the child record using standard {{ fieldName }} syntax.
• You can nest conditional logic (if, ifEqual, etc.) inside each blocks for more control over what gets displayed.

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Sample Email Templates

Crafting sales emails that capture attention and spark interest can be challenging, especially when you're unsure what will resonate. The examples below provide a starting point for initiating conversations, building rapport, and keeping momentum throughout the sales process.

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Sales Introduction Email Template

Subject: Helping {Account.name} Streamline Operations

Hi {Person.name},

I hope this message finds you well. My name is {User.name}, and I'm with ACME Inc, where we help organisation like {Account.name} achieve a specific result or solve a common problem.

I wanted to reach out because I believe we could help you reduce costs, improve efficiency and simplify processes.

If you're open to it, I'd love to schedule a quick 15-minute call to learn more about your goals and see if there's a fit.

Let me know if there's a good time that works for you.

Warm regards,

{User.name}
{User.title}
ACME Inc
{User.phoneNumber} | {User.emailAddress} | www.acmeinc.co

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Customer Service Email Template

Subject: How Can We Support {Account.name}?

Hi {Person.name},

I'm {User.name}, and I just wanted to reach out to see how things are going at {Account.name}. Whether it's a quick question, a technical issue, or something more complex, I'm here to help ensure everything is running smoothly for you.

If there's anything you need or if we can assist in any way, please don't hesitate to get in touch. You can reply directly to this email or contact me anytime using the details below.

Looking forward to supporting you.

Best regards,

{User.name}
{User.phoneNumber}

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Post-Onboarding Customer Service Email Template

Subject: Welcome to {Account.name} – We're Here to Help

Hi {Person.name},

I hope everything is going well as you get started with us at {Account.name}. I'm {User.name}, your point of contact moving forward, and I just wanted to check in to see how things are going since your onboarding.

If you have any questions, need help with next steps, or want to explore ways to get even more value from the system, feel free to reach out. I'm here to make sure you're fully supported.

You can reply to this email or contact me directly at:

{User.name}
{User.phoneNumber}

Looking forward to working with you.

Warm regards,

{User.name}

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See Also

• Inbound Email Setting
• Outbound Email Setting
• Email Client
• Email Filters
• Email to Case
• Group Email Accounts

• Personal Email Accounts

• Mythradon Bookshelf Home

• Mythradon Basics

• Mythradon Marketing
• Mythradon Sales
• Mythradon Service
• Mythradon System Administration
• Mythradon Tools

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