Email templates in Vantaca enable automated email communications for both internal and external audiences. You configure email templates on the steps of an action type so each step can send its own branded, personalized message when it runs.
Templates are built in the drag-and-drop Email Designer. This article covers how to get to the right place to edit a template, how merge tags work, and how to host images for use in templates. For the full editor walkthrough (build, style, components, merge tags, test, publish), see Email Templates.
Important: Email templates are configured at the action type step level. Each step within an action type can have its own template, merge tags, and Do Not Reply setting.
Contents
- Open a Step's Email Template
- Create or Edit an Email Template
- Use Merge Tags
- Host Images for Email Templates
- FAQ
Open a Step's Email Template
To open the email template configured on an action item step:
- Navigate to Settings > Action Types/Steps.
- Locate the action type, and click the caret to expand it.
- Click Rules next to the step, and then open the Email Template tab.
The Email Designer opens the email that is sending now for that step. If the step does not have an email yet, the Email Templates view opens so you can pick a starting template or create one.
Note: Steps that show Homeowner in the Send To column are homeowner notification steps. The Reply Method dropdown has been retired. To send a step's emails from a No-Reply address instead of a monitored mailbox, use the Use Do Not Reply toggle on the step's Rule Configuration tab. See How does the Use Do Not Reply toggle work on action item steps? for details.
Create or Edit an Email Template
From the Email Template tab on a step, you can edit your current email, start from the Template Library, or create a template from scratch. Each option is covered step by step in the Email Templates article: see Edit Your Current Email, Start from a Template, and Create an Email Template.
Note: The Email Designer also supports an HTML view. Open a template, then click the HTML tab at the top of the canvas to paste or edit raw HTML directly. For AI-assisted HTML workflows, see HTML Email Templates.
Use Merge Tags
Merge tags automatically populate with homeowner, association, or action item data when the email sends.
For steps on adding a merge tag to an email, see Insert Merge Tags in the Email Templates article. Common merge tags include:
- Association Name: The name of the association.
- Homeowner Name: The name of the homeowner.
- Action Item Description: The description of the action item.
- Property Address: The property address.
- Account Balance: The current account balance.
Note: Merge tags are case-sensitive and must match the exact spelling shown in the Merge Tag picker. For the full list of available tags and what they pull from, see Merge Tags.
Host Images for Email Templates
Most images in the Email Designer (logos, brand assets, marketing visuals) reference external image URLs. Images must be hosted on a publicly accessible web server, and the URL must be absolute (beginning with https://).
You can host images in two common places:
- Vantaca System Files: Upload images to System > System Files, then right-click an uploaded image and select Copy Link. See Add Association Logos to Email Templates for the per-association logo workflow.
- Your website: Host images on a page on your company website, and copy the image URLs. For images you do not want visible in your site navigation, create an orphan page (see below).
Create an Orphan Page for Image Hosting
An orphan page is a webpage on your site that exists but has no internal links pointing to it. Use orphan pages to host images for email templates without making the images visible in your site navigation.
To create an orphan page for image hosting:
- Access your website administration panel.
- Create a new page (for example, name it Images or Email Assets).
- Do not add the page to any navigation menus or link to it from other pages.
- Upload your images to this page.
- Publish the page.
- View the published page, right-click an image, and select Copy image address.
- Use the copied image URL in your email template (paste it into the Image component's source field in the Email Designer).
FAQ
Q: How do I test my email template?
A: To test an email template:
- Add your email address to a test homeowner record in a test association.
- Trigger the action item that uses the email template. To check the layout first, click Send Test in the Email Designer to send a test email to your own address (see Send a Test Email).
- Review the email you receive and verify all merge tags populated correctly and formatting displays properly.
- Refine the template as needed and repeat the test until you achieve the desired result.
Q: Why is an email going out blank on an action item?
A: This occurs when the action item step does not have a published email. To check, navigate to Settings > Action Types/Steps, locate the action type, click Rules on the step, and open the Email Template tab. If the status shows Editing draft and no email is live, click Publish. If the step has no email at all, click Use This Template on a template in the library, or click Create Template, and then publish it.
Q: I need to replace a merge tag across all available email templates in my database. Can Vantaca assist with this?
A: Vantaca Technical Support cannot perform bulk merge tag replacements or insertions across email templates. This task must be completed manually within the system by updating each email template individually.
Q: Why did my Broadcast Email display unexpected line breaks that weren't visible in the Preview?
A: This issue typically occurs when copying text from outside Vantaca and pasting it into the Description field when creating a broadcast email action item.
Solution: When pasting content into the Description field, use the appropriate paste option for your browser:
- Edge and Chrome: Paste as plain text.
- Firefox: Paste Without Formatting.
Using these options removes hidden formatting from the original source, ensuring your message displays as intended when sent.
Q: My image URLs aren't loading in the email. What should I check?
A: Verify the following:
- All image URLs are absolute URLs beginning with https://.
- Images are hosted on a reliable, publicly accessible web server.
- Image file sizes are optimized (very large files may fail to load in some email clients).
- The image URLs are correct: pasting the URL directly into a browser should display the image.
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