Overview

Improve your meeting scheduling experience with the Riva Insight web experience. This guide will assist you in streamlining the template creation process.

Email Templates can be accessed in a couple of different methods.

1. Web Experience
2. Insight Web Add-in

Contents

Email Templates Web Experience. 

Insight Web Add-In. 

Key Features:

Email Template Creation: Craft and store email templates for future use with customizable options. This feature allows for:

• Direct CRM Data Access: Integrate fields that access CRM data directly, ensuring up-to-date and relevant information in your communications.
• Meeting Link Inclusion: Easily insert previously created meeting links into your templates, simplifying the process of scheduling meetings.
• Availability Link Addition: Include your availability link for convenient scheduling options.
• AI-Generated Messages: Utilize AI capabilities to generate messages for more efficient and effective email templates, enhancing communication quality and reducing time spent on composing emails.

Template Sharing: Allows users to share templates with colleagues, enhancing collaboration.

• View and Copy Shared Templates: Users can view, copy, or clone templates shared with them, but cannot edit the originals.
• Sharing Permissions: Choose to share templates as a viewer or editor, where viewers can clone/view/copy+insert and editors can make edits except for deletion.

Email Templates Web Experience

Creating an Email Template

Accessing Template Creation

• Navigate to Template> Create an Email Template within the Riva web experience.

Template Composition

• Subject Line: Enter a compelling and clear subject for your template. This is crucial as it determines the first impression of your email.
• Email Body: Craft the content of your email using various available tools.
• Usage:
  • Incorporate CRM data fields for personalized communication.
  • Add meeting links and availability slots for convenient scheduling.
  • Leverage AI-assisted writing tools to generate initial drafts of your message. You can edit these drafts to ensure they meet your communication needs effectively.

Insert Booking Link

Add a previously made booking link directly into the email template.

• Access: Click the Calendar Icon in the toolbar. 
• Note: Your availability link, along with the meeting title, will also be accessible here.

Insert CRM Merge Fields

Integrate CRM merge fields into your template for faster, personalized communication.

• Access: Click the Merge Fields Icon in the toolbar. 

View In HTML Format

View and edit your email template in HTML format for advanced customization and formatting. This is particularly useful for templates that require specific formatting, embedding external links, or incorporating code snippets.

• Usage: Once in HTML format, you can easily copy and paste the code into other applications or email templates for consistent branding and formatting.
• Access: Click the My Availability icon in the toolbar.

Generate AI Email Template

The AI feature allows you to quickly create an automated email template. This advanced tool can generate a draft based on the parameters you set, saving you time and effort in composing emails from scratch.

• Access: Click the AI Icon in the toolbar.
• Generating Content: In the "Generate Content" box that appears, type in a description or outline of the email template you want to create. This could include the purpose of the email, the target audience, any specific phrases or information you want to include, and the tone or style you're aiming for.
• Customization: Once the AI generates a draft based on your input, you can review and edit the content to tailor it to your specific needs. This allows you to maintain a personal touch and ensure the email aligns with your communication standards.

Shared Templates

The "Shared Templates" feature in Riva Insight is designed to streamline team collaboration. It comprises two main functions: "Templates Shared with Me" and "Sharing Templates". This feature allows for consistent communication and efficient workflow management within teams.

Templates Shared with Me

• Access and Use: Access templates are shared with you for viewing and utilizing in your communications. Note that editing these templates is not possible to maintain the original content's integrity.
• Customization: You have the flexibility to clone or copy these templates for personalized use while retaining the core structure.
• How to Access: Go to Templates >Shared with Me in the Riva web experience.

Sharing Templates 

Share your custom-made templates with team members, ensuring uniform messaging and saving time.

• Control: As the original creator, you decide who receives the template and their level of access.
• How to Share a Template:

1. Access your created template by navigating to My Templates.
2. Click on the three dots in the top right corner of the template you wish to share.
3. Select 'Share' from the dropdown menu.

• Selecting Recipients:
• In the modal pop-up, search and select the recipient by typing in the search bar.
• Note that non-licensed users will appear greyed out and cannot be selected.
• The bulk select option is available for sharing with multiple recipients simultaneously.

• Sharing Permissions:
• You can assign different levels of permissions when sharing templates:
  • Viewer: Recipients can view, clone, or copy and insert the template, but cannot make edits.
  • Editor: Recipients can make modifications to the template, however, they cannot delete it.

Email Templates with Riva Insight Web Add-In

Overview

Improve your meeting scheduling experience with the Riva Insight Outlook Web Add-In. This guide will assist you in streamlining the template creation process, eliminating the need to switch between the Riva Insight Templates Portal and Outlook.

Key Features

Email Template Creation: Craft and store email templates for future use with customizable options. This feature allows for:

• Direct CRM Data Access: Integrate fields that access CRM data directly, ensuring up-to-date and relevant information in your communications.
• Meeting Link Inclusion: Easily insert previously created meeting links into your templates, simplifying the process of scheduling meetings.
• Availability Link Addition: Include your availability link for convenient scheduling options.
• AI-Generated Messages: Utilize AI capabilities to generate messages for more efficient and effective email templates, enhancing communication quality and reducing time spent on composing emails.

Creating an Email Template

Accessing Template Creation

• Navigate to Email Template> +Create an Email Template within the Riva Insight add-in. This direct access streamlines the process of creating new templates without leaving your Outlook environment.

Template Composition

• Subject Line: Enter a compelling and clear subject for your template. This is crucial as it determines the first impression of your email.
• Email Body: Craft the content of your email using various available tools.
• Usage:
  • Incorporate CRM data fields for personalized communication.
  • Add meeting links and availability slots for convenient scheduling.
  • Leverage AI-assisted writing tools to generate initial drafts of your message. You can edit these drafts to ensure they meet your communication needs effectively.

Insert Booking Link

Add a previously made booking link directly into the email template.

• Access: Click the Calendar Icon in the toolbar. 
• Note: Your availability link, along with the meeting title, will also be accessible here.

Insert CRM Merge Fields

Integrate CRM merge fields into your template for faster, personalized communication.

• Access: Click the Merge Fields Icon in the toolbar. 

View In HTML Format

View and edit your email template in HTML format for advanced customization and formatting. This is particularly useful for templates that require specific formatting, embedding external links, or incorporating code snippets.

• Usage: Once in HTML format, you can easily copy and paste the code into other applications or email templates for consistent branding and formatting.
• Access: Click the HMTL icon on the toolbar. 

Generate AI Email Template

The AI feature allows you to quickly create an automated email template. This advanced tool can generate a draft based on the parameters you set, saving you time and effort in composing emails from scratch.

• Access: Click the AI Icon in the toolbar. 
• Generating Content: In the "Generate Content" box that appears, type in a description or outline of the email template you want to create. This could include the purpose of the email, the target audience, any specific phrases or information you want to include, and the tone or style you're aiming for.
• Customization: Once the AI generates a draft based on your input, you can review and edit the content to tailor it to your specific needs. This allows you to maintain a personal touch and ensure the email aligns with your communication standards.

If clicking the "Generate" AI option doesn't work, you can click "Manage " and a new browser window will open and you can generate the AI from there. 

For additional assistance, please contact support.