Merge Templates: Introduction

A merge template is a reusable email, SMS or letter with merge tags in place of the details that change each time. Write it once, and Rex fills in the contact's name, the property address, the contract details and anything else you have tagged, for every person you send it to.

This article explains what merge templates are, the types available, where they live, and who can create and edit them. For the step by step, see Admin, Settings & Other Lists: Merge Templates: Creating and Editing Templates.

What Is a Merge Template?

A merge template is a saved piece of correspondence containing merge tags, which are placeholders Rex swaps for real information from the attached record when the merge is sent.

For example, a letter template written once with a merge tag for the contact's name can be sent to two hundred people, and each letter arrives addressed to the right person. Without templates, that is two hundred letters written by hand.

Rex includes a set of default templates you can use as they are or duplicate as a starting point. You can also build your own from scratch.

What Types of Merge Template Can I Create?

Email - the full editor, including formatting tools, images, links and an Email Subject field
Letter - formatting tools for print correspondence. Images cannot be added through the editor, but there is a workaround using the source view
SMS - plain text only, with no formatting tools. You can still insert merge tags
Brochure - property marketing material, built in the Brochure Builder

Email templates have every option described in the creating article. Letter and SMS templates are progressively simpler. For brochures, see Admin, Settings & Other Lists: Brochures: Introduction.

Where Do Merge Templates Live?

All merge templates are managed in one place: Settings > Tracks, Merge & Brochures, then choose Email Merges, Letter Merges or SMS Merges on the left-hand side.

Each template is built for a single module, which determines the merge tags available to it and which records it can be sent from:

Contacts - merge tags for the contact. Use this when you do not need any property information.
Properties - merge tags for the property, and for contacts related to it such as tenants and past owners.
Listings - similar to Properties, plus merge tags for contract details. Use this for correspondence about a sale.

How Are Merge Templates Used?

Once a template exists, there are several ways it gets used:

Sending to one contact, or to many at once - pick the template when sending an email, SMS or letter from a record. See Contacts In Rex: Sending an Email/SMS/Letter to a Contact.
Attached to a track reminder - the template is attached to the follow-up step in advance, so completing the task is one action rather than hunting for the right template. See Admin, Settings & Other Lists: Tracks: Creating and Editing Tracks.
Quick-send - choose an existing template when firing off a one-off message, and it is filed against the record automatically.
Scheduled and bulk merges - send at a set time or in volume. See Emails, SMS & Letters: Scheduled Mail Merges and Bulk Mail Merges.

Who Can Create and Edit Merge Templates? 🔒

Creating and editing merge templates is controlled by the Merge Templates privileges:

No privilege - you can view and use existing templates, but not create, edit or delete them
Manage Own - you can create and manage your own templates
Manage All - you can see and manage every template across the agency

Each template also has a sharing setting controlling who else can see it. For the full picture, see Admin, Settings & Other Lists: Merge Templates & Tracks: Sharing and Permissions.

❓ Frequently Asked Questions

What is the difference between a merge template and a newsletter?
Merge templates are for individual and bulk correspondence sent from records. Newsletters are built and reported on separately. See Newsletters: What is the difference between a Mail Merge and a Newsletter?

My template does not appear as an option when I try to send a merge. Why?
This usually means the template was built for a module that does not match the record you are sending from. Check the template's module. It can also mean the template is not shared with you.

Can I edit one of the default Rex templates?
Duplicate it first, then edit your copy.

Can I use the same template for email and SMS?
No. Templates are created per type. Build an SMS version separately, keeping in mind SMS has no formatting.

Where do I find the list of available merge tags?
See Reoccurring Rex Functionality: Merge Tags: The Complete List.

Is there a video on customising merges?
Yes. In the Rex Video Training centre, look for Admin and Principal Training > Customising Your Communications > Customising Merges.

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