Folders for Email templates

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  • Idea
  • Updated 2 months ago
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Can we have folders for email templates similar to reports. This would help in organising templates and would make navigation easier
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Anirudh Allika, Employee

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Posted 10 months ago

  • 24
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Ben, Champion

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I know this has been brought up before. I am still very aboard the +1 for this idea! It would be a huge help in organizing our communications (we have a LOT).

For now though, I'll mention that Gainsight does have a "variant" feature that is intended to help with template overcrowding. This allows you to take a standard communication and add slightly tweaked versions underneath it. Then you can define what criteria to look at when picking a variant in the outreach setup. I'd reference the Create and Sent Multi-Variant Emails KB.
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Britton Walker, Alum

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I'd also like to throw my voice in on this one and mention that we do use variants. The variant feature has been helpful to some extent in this regard, but we still have hundreds of templates. I might even add a suggestion of folders/categorization of some sort for power lists and outreaches.
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Ben, Champion

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Another idea in conjunction with folders, or possible in lieu of, is tags. I think things could be more organized if I could tag a template and then search templates by tags. Folders would be better, but tags would be a big help!
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Abhishek Sivaraman, Senior Product Manager

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Hi Ben and Britton,

Thanks for sharing this idea. We will add it to the backlog and prioritize the same in the roadmap. We have standardized folders as a way for organizing assets(reports,vault etc.) in the product and will move towards this direction.

A follow up question - Is it purely for organizing or are there use cases for permissions and access control at a folder level?

Abhishek S
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Britton Walker, Alum

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Thank you Abhishek for the update!

I didn't think about the permissions and access question, but now that you bring it up, I think that would be very helpful. We have a manager here who needs to edit only a couple of templates. If we could restrict access to the folder where the templates are stored, we can tighten down on potential errors.
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Ben, Champion

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I would say yes, permissions is a nice addition. I have some "sacred" email templates that truly cannot be edited. Things that we send out for compliance standards. These shouldn't be modified, but I wouldn't mind if they were cloned and used for other things. 

So, yes, I do think both organizations and permissions would be ideal.
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Melissa I, Alum

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I'll throw in my two cents!  Folders would be a great help for us from an organizational standpoint.  If, on top of that, we could add view and/or edit permissions per folder, that would be amazing!  A major request from our CSMs is just an email repository that they can grab a template from.  If I can give them view to one folder with all the templates they may want to send to their customers, they could avoid having to create a CTA and add a playbook of 7+ templates, just to send one.
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Alison Hight

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Folders in the Email Template area would be a huge help to my organization. Multi-variant emails do not work for our needs, and so we have a plethora of cloned email templates (all with similar names and content) floating around the "CoPilot / Email Templates" area. The ability to organize would be MASSIVE. 
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Faust Belarmino, Champion

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Yes please! Now that we're adding Success Plans and email assists to our playbooks, we're going to have SO MUCH MORE email templates. Folders or some way to organize would be so HELPFUL!
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J.P. Mehlhaff

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Is there an update on this? We have years of templates in gainsight and the lack of organization makes it difficult to audit our current copies. We have relied on naming conventions which is helpful, but only gets us so far.

We've used variants in some instances and are exploring consolidating existing related emails by using variants. However, folders or tags would allow us to quickly organize our templates and delete unused emails.