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How can I customize a message template?

Optimize your communication by setting up message templates and personalized tags for consistent and fast Requests for Proposal.

What will you find in this article?

  • Summary: How to edit and save templates for your organization.

  • Requirements and target audience: Who can edit templates and what is required beforehand.

  • Template management: The first steps to open the editor.

  • Formatting message templates and using tags: Styling text with dynamic fields.

  • Subject and saving: How to set the title and make the template widely available.

Summary

You customize message templates via the template settings in your project. By using tags (such as project name or company name), you automatically personalize messages. Save the result as a 'General Template' to make it available to your entire branch.

Prerequisites and Target Audience

This article is intended for (sub)administrators and users with specific permissions for template management.

  • Permissions: Users without administrative rights can use templates but cannot modify them.

  • Test project: For a new location, you must first create a test project before template management becomes available.

  • Multiple locations: Do you want to copy templates from another location? Then refer to the article on importing data.

Template Management

To edit an existing template, navigate to the templates section within a project.

  1. Navigate to the message template overview in your project.

  2. Click the Edit buttons to open the desired template. 
     

Formatting message templates and using tags

Once you open a template, a pop-up appears where you can format the content.

  1. Type the desired text into the text field.

  2. Click the Tags button to add dynamic fields. [Image: The button for inserting tags in the text editor]

  3. Select a tag from the list (for example [Projectnaam]). The tag is inserted immediately at your cursor’s location. [Image: The list of available tags in 12Build]

  4. Close the tag screen when you are finished and click Save as... at the bottom.

Add tag(s) to the subject line

Not only the text, but also the email subject line can be personalized.

  1. Edit the Template Name (for internal use).

  2. Change the text under Subject. This is what the recipient sees.

  3. Use the Tag button here as well to, for example, include the project number in the subject line

Save message template

The manner in which you save the template is critical for proper processing.

  1. Under 'Save as', select the General Template option. This ensures that all your colleagues within the branch can use the template.

  2. Click Save to finalize the changes.

Frequently Asked Questions (FAQ)

Question: Why don’t my colleagues see my changes? Answer: You likely saved the template as a “Personal Template.” Make sure to select “General Template” so it’s visible to the entire branch.

Question: What happens if I type a tag incorrectly? Answer: We recommend always selecting tags from the list via the tag button. Manually typed tags only work if the syntax (the brackets and text) matches the system exactly.

Troubleshooting

  • Symptom -> The 'Templates' button is grayed out or unclickable.

    • Cause -> You are in a new location with no projects, or you do not have sufficient user permissions.

    • Solution -> First, create a test project. If the problem persists, ask your (sub)administrator to enable permissions for message templates in user management.