Creating and Editing Email Templates

Use this guide to create, edit and personalise email templates in Mercury Nexus CRM. Email templates help you save time, maintain brand consistency and reduce errors in client communication.

You can use templates for individual emails or bulk email merges from your Contacts list.

Create a new email template

Note: You must have Admin-level access to create or edit email templates.

Open the Admin app.
Select CRM Settings from the left-hand menu.
Click Email Templates in the top menu.
Click + to open a new tab.
Enter a Template name.
Enter your Subject line.
Handy tip: Email subjects will get cut off if they’re too long, particularly on mobile devices, so it’s best to keep short and place the most important words at the beginning.
Select an Email template type (only if used with DigiSign, Client Centre or Doc Centre). Leave blank for standard templates.
Add your content in the Body section, or switch to Code view to paste HTML.
Use the Insert Tag drop-down list to personalise your email by populating data from your Opportunity or People record. For example {{firstname}} will insert the recipient's first name.
Close the tab to save.

Note: Add HTML to your template

You can paste HTML directly into Code view.

Tip
Before pasting HTML into Mercury Nexus, run it through ChatGPT or Microsoft Copilot using this prompt:
“Convert the following HTML email template for use with Microsoft HTML editor.”

This reduces formatting issues such as broken tables, incorrect shading or inconsistent fonts.

Note: You may need to log out and back into Mercury Nexus for changes to appear correctly.

Note: You can now attach documents to standard email templates so they send automatically every time. See Add attachments to an email template below

Add attachments to an email template

Attach one or more documents to an email template and they are sent automatically with every email from that template, whether it is sent manually, as a mail merge, or by an auto-action. You set it up once and the attachments are included every time.

Attachments are chosen from your document library. Most standard templates support attachments; a few types (mainly invitation and DigiSign templates) do not.

Open the Admin app and select CRM Settings.
Click Email Templates and open the template you want to add an attachment to.
Select the Attachments tab. It shows a count of how many documents are attached.
Click Attach (Attach from document library).
In the Attach document from library window, find the document. You can search by name and tick more than one, then click Confirm.
The documents appear in the Attachments list. Use the up and down arrows to set the order, then save the template as usual.

On the Attachments tab you can also:

Reorder attachments with the up and down arrows.

Download an attachment to check it.

Remove an attachment by selecting it and clicking Delete. You will be asked to confirm. This only removes it from the template, not from your document library.

Generate as PDF, which creates a PDF copy of a document and attaches that.

Good to know

Documents come from your document library. There is no option to upload a file from your computer on this screen, so if a document is not in your library yet, add it there first.

There is a 20 MB total limit per template, and individual files also cannot exceed 20 MB. If your attachments together go over 20 MB you will be asked to remove some before you can save.

You can attach as many documents as you like, in any order.

The template always sends the latest version, because it links to the library document rather than storing a frozen copy. Update the document in your library and the newer version is what sends.

If a document is later removed from your library, it is skipped on future sends and the rest of the email still goes out normally.

Attachments are included on standard sends, mail merges, and auto-actions that use the template.

Note: Some template types cannot have attachments, mainly invitation templates (Client Centre, questionnaire, Doc Centre) and DigiSign templates. If you switch a template that has attachments to one of these types, Admin warns you and removes the attachments. This cannot be undone.

Edit a Connective master template

Connective provides master templates to partner groups. You cannot edit these directly.

To customise one:

Open the Admin app.
Select CRM Settings.
Click Email Templates.
Select the master template.
Click Clone.
Open the cloned version and edit as required.

What email field tags are available from Opportunity or Person records?

The email tags pull data from the fields of the records. Most email tags are to be used in conjunction with Opportunity records (Auto actions). Check the list below to confirm which records to use tags with.

Person tags

These tags will only populate if email is sent from a Person record or the main People Listing.

firstName (This will reference data on Person records only)

fullName (This will reference data on Person records only)

Note: If the Preferred Name is entered on the Contact it will replace the First Name in the email out.

Opportunity tags

These tags only populate when sending from an Opportunity record.

user_mobile (This is the mobile number of the Nexus user)

lender

lender_reference

loanAmount

loanWriter (This is the selected Broker)

opportunityName

primaryApplicantFirstName

primaryApplicantFullName

applicantFirstNames

applicantFullNames

current_date

currentStatus

status_notes

senderFirstName (This will use your preferred name if provided in your profile)

senderSalutation

emailSignature

clientCentreLink (generated via Client Centre)

docusignLink (generated via Doc Centre)

Newly added tags:

CAnumber

senderLastname

senderPreferredName

sender_phone_mobile

sender_phone_home

property_address1
property_value_1
property_address2
property_value_2
property_address3
property_value_3

Use tags in the subject line

You can use the following tags in the subject line. They will dynamically populate when the email is sent:

{{senderFirstname}}

{{senderLastname}}

{{sender_phone_mobile}}

{{sender_phone_home}}

{{applicantFullName1}}

{{applicantFirstName1}}

{{applicantLAstName1}}

{{applicantSalutation1}}

{{applicantFullName2}}

{{applicantFirstName2}}

{{applicantLAstName2}}

{{applicantSalutation2}}

{{applicantFullName3}}

{{applicantFirstName3}}

{{applicantLAstName3}}

{{applicantSalutation3}}

Example

“Hi {{applicantFirstName1}}, attached is your loan application update from {{senderFirstname}}.”

This automatically inserts the client’s name and your details.

Need help?

If you need help creating or managing email templates in Mercury Nexus, contact your Partnership Manager or email [email protected].