Messaging and Message Templates in GreenFolders

Messaging and Message Templates in GreenFolders

Did you know that you can send out email messages to your customers directly from GreenFolders? AND that you can create message templates that automatically include information from the folder?!

Let's say you want to send a welcome letter to your buyer at a certain point in your transaction . You want the letter to have a personal touch to it. Instead of having to manually add the buyer's name, property address, purchase price, etc., we can create a template that will add that information for you. We can even have the message to automatically send when a specific task is completed!

That's pretty cool.

In this article, we're going to talk about how to:
  1. connect GreenFolders to your email server
  2. create message templates
  3. send messages automatically

How do I connect GreenFolders to my email server?

First thing we'll need to do is make sure your GreenFolders is connected to your email server. On an administrator account, go to Configuration by clicking on the circle menu button at the upper left corner of the window. Under the GreenFolders section, click "Settings". You should see the "Email Server" tab already selected. Ensure the "Enable Email" checkbox is checked and enter the SMTP information. Your IT provider should be able to provide you with this information. 


Under "System Default Settings", enter the credentials and a generic company email address. This email will be used as the default email in GreenFolders for your organization. (Note: only one company email can be be created for GreenFolders messaging.)

To test these settings, enter in a recipient email address and click "Test".

How do I create message templates?

Creating message templates affects the entire organization, so only users with admin access can create them. They're simple! Login to an admin account and go to Configuration from the menu. Double click on the folder type for which you'd like to create the message template(s) and then click the "Message Templates" tab near the top. Click "New" to start creating a new template. Give your message template a name and description. For recipients, you can click the ellipsis to the right of the recipients field and select which party you'd like to have this message sent to. (If you're not planning on having this message template automatically send, you can leave this blank). In the subject field, you can have GreenFolders automatically add information by clicking on the pound sign (#) to the right of the field and selecting the type of information you'd like to include. It's best practice to avoid using any sensitive information in the subject line (i.e. social security numbers). Most organizations will use the property address in the address line.

Start creating your message. Use the "# Insert Variables" button to add various field data in your message. You can also include your company logo and email signature (you can create an email signature in your "My Settings" --> Email). You can create as many message templates as you'd like! Attachments can be added by clicking "Attach files". You can choose specific attachments to attach (it will only attach to the message if you've added that document to the attachment section), or you can attach all documents associated with a specific party or label. For example, if you are creating a welcome message, you may want to include the Attachment Type "Welcome Letter" to automatically populate the template.



How to send messages automatically

First, decide when you want the message to send (i.e. after you complete a task, after you change the folder to a specific status or priority, or after you add a specific document to the attachment section). Go to the appropriate folder type in Configuration. Navigate to the correct tab/window based on the criteria below (these instructions are for GreenFolders version 3.11 or later):

  1. Task completion/priority change/status change: select the Tasks tab and double-click on the task template that you'd like to trigger the message send. In the Edit Task Template window, click the "Rules" tab at the top. Click the dropdown in the Condition pane and select when you'd like the message to be sent (when a task is completed, when a task priority changes, or when a task status changes). In the Action pane, select "Send a Message". In the right pane, select the message template you'd like to send.




























  1. After a Folder Status changes: select the Statuses tab and double-click on the status that you'd like to trigger the message send. In the Edit Status window, click the "Rules" tab at the top. In the Action pane, select "Send a Message". In the right pane, select the message template you'd like to send.
  2. After a specific document is added to the attachment section of a folder: select the Attachment Types tab and double-click on the attachment type of the document name that you'd like to trigger the message send. In the "Edit Attachment Type" window, click the "Predefined Names" tab at the top and double-click the document name that you'd like to trigger the message send.  In the Edit Predefined Name window, click the "Rules" tab at the top. In the Action pane, select "Send a Message". In the right pane, select the message template you'd like to send.
Please contact Title iO Customer Success at 801-290-8585 ext. 109 or customersuccess@titleio.com for further assistance.

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