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New Message Tool

Templates

Need a message to say the same thing every time you or your staff send it? Use a template!

Templates offer a quick and reusable way to pre-enter formatting and content in a new message. Just like messages, templates support merge fields and attachments. To use a template, select it from the Insert menu in the New Message Tool. You can use templates on any page in the Platform where you can use the New Message Tool. To limit templates to a specific page, specify a value in the Pertains to Page field on the Template record.

Your MinistryPlatform instance comes with several default templates. You can also create your own using the Template Editor Tool! To make a template available to only a select group of users, set the Template User or Template User Group fields on a Template record. Otherwise, all users can use the template. Review the message size of a template to ensure your messages are sent efficiently.

If you send a message using a template, you must be a delegate of the From and Reply To Contacts for the message to honor these values. For more, see Change the From or Reply To. Any edits made after you insert a template in the New Message Tool only apply to that specific message, not the template itself. Use the Template Editor Tool to make changes that apply to the Template record.

Creating a template for a text message? The Template's Subject field becomes the body of the text message. Leave the Content blank so the New Message Tool ignores it. After saving, edit the template using the Template page, and set Communication Type to SMS Text.

Template Record Fields

Templates can be found by navigating to Communications > Templates.

Template Name
A friendly name that clearly identifies this Template. Templates that we create and deploy include "[USED BY ...]".
Subject Text
The text that becomes the Subject when you use this Template. For text message templates, the Subject Text is the message.
Body HTML
The body of the message if you compose it with HTML.
Body Data
The body of the message if you compose it with JSON. If used, the Template Editor Tool populates this field.
Pertains to Page
Indicates the Page ID that this Template sends from. The New Message Tool uses this to filter and group Templates.
  • This Page should correspond to any Data Merge Fields present in the Message.
  • Templates without this value are available on all Pages and should only contain Contact Merge Fields.
  • Populating this field restricts Templates to that Page and groups them together under the Page Name header in the New Message Tool.
Note: If you want to send a template from the Households page, you must select Contacts as the Pertains to Page. Only Templates with this value set to Contacts will be available from the Households page.
Template User / Template User Group
The User and/or User Group associated with this Template. This User or User Group can access the Template. Users who are not the Template User or in the Template User Group can't access the Template.
Active
Indicates whether this Template is active and currently available in the New Message Tool. If you don't want Users to see a Template in the tool, set Active to No to inactivate the Template.
Note: Routines do not use this field. Processes and notifications will send with a Template, even if you set Active to No.
From Contact
The Contact that Messages using this Template send from. Recipients see this Contact's information in the Message they receive.
Reply to Contact
The Contact that receives any replies to Messages sent using this Template. Recipients see this Contact's information when they reply to a Message.
Communication Type
Indicates the Template's associated Communication Type. Manage these under System Lookups > Communication Types.

Create & Edit Templates

We highly recommend using the Template Editor Tool, which helps you create stunning templates without working with HTML. And there's a neat AI component you can use to generate content and images!

Create a Template with HTML

Use HTML to create a Template in MinistryPlatform in lieu of using the Template Editor Tool.

  • You must have knowledge of HTML to do this.
Note: Only use HTML to create a template if the template only contains content without formatting.
  1. Go to Communications > Templates.
  2. Click New Template.
  3. Add content to the Body HTML field.
  4. Complete the Template fields. All required fields are marked with an asterisk (*).
    Important: Leave the Body Data field blank. The Template Editor Tool uses this field.
  5. Click Save.

Your new Template displays in the Template list, and you can now use this template to send a message.

Create a Template from a Message

Use an existing Message to create a Template in MinistryPlatform.

  1. Go to Communications > Messages.
  2. Find the Message you want to use.
  3. Use the source view to copy the Message body and include any formatting.
  4. Go to Communications > Templates.
  5. Click New Template.
  6. Paste your text into the Body HTML field.
  7. Complete the remaining Template fields. Required fields are marked with an asterisk (*).
  8. Click Save.

Your new Template displays in the Template list, and you can now use this Template to send a Message.

Send a Message Using a Template

  • If the Template has a defined Template User or Template User Group, you must be that User or be in that User Group to send a Message using the Template.
  1. Open the New Message Tool.
  2. From the Insert menu, select Templates, and select the Template you want to use.
    Note: Templates with a Pertains To Page value defined display first in the list, grouped under the heading [Page Name] Templates. All other Templates display under the heading Contact Fields Templates.

    Remember: If you want to send a template from the Households page, you must select Contacts as the Pertains to Page. Only Templates with this value set to Contacts will be available from the Households page.

  3. If needed, edit the Message content. Any edits you make in the New Message Tool only apply to this Message.
  4. Make any other necessary selections to send your Message.
  5. On the Advanced tab, review the From and Reply To fields. If the Template indicates a Contact for these and you are a delegate of the Contact(s), you can select the Contact Name(s). Otherwise, the tool uses your Contact information.
  6. When ready, click Send > Send.
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Last updated: December 16, 2024