Merge Fields in Email Templates

Written by Reina Gallion

Last published at: January 22nd, 2019

You may add merge fields into emails and email templates to customize each email. The merge fields will be specific to the recipient and request associated with the email being sent.

The Merge Fields will be available when you create a new template, edit an existing template, or send an email without using a template. While editing, the merge fields can be found on the right-hand side of your screen.

  1. Merge fields appear under Categories.
  2. Select a category to view the fields available to merge into the email. You may also click “All” to view all available merge fields.
    • The categories include Current, Url, Funder, Sender, Recipient, Applicant, Organization, Process, Request and Submission.
  3. There is not a way to add additional fields to this list. The merge fields included here are system-wide fields and not specific to each foundation, process, or form.
    • If an Event Type already selected for the email template, some noncontextual merge fields will be grayed out. 
  4. The merge fields appear in blue text. When you find the one you would like to add to your email, click the blue text (this will copy the merge field code) and then paste that into the email.
  5. You may paste by right-clicking and select the Paste option or by using the keyboard shortcut “Ctrl V”.
    • For merge fields containing a link, you can also use the insert link icon to the right of the blue text. 
  6. The merge fields appear in double brackets once pasted into the email.

For example, if you want to create a template that directly addresses the recipient, such as “Dear John Doe” you would type “Dear” and use the Recipient Full Name merge field after.

  • This specific example would look like this: Dear {{Recipient.FullName}}
  • The bracketed text is what appears after clicking the blue text for “Full Name” which is found in the Recipient category.

You can preview an email before sending it by clicking the “Preview” button at the bottom of the page, located next to the “Send Email” button. If you are previewing a batch email then you will see arrows that allow you to view a preview of each email going out.

Note: If you preview an email that is being sent directly from the Email Templates page you will not see any of the merge fields because the system has nowhere to pull them from. When sending an email using Merge Fields do not send directly from the Email Templates page.