Using outreach templates makes it easier and more efficient to send personalized outreach, but sorting through those templates, finding the right ones, and sharing them with the right people was a different story, especially if you had a lot of templates or a large team. Today, we’re releasing changes that will make templates easier to organize, find, and reuse.
Now, when you click on Outreach, Manage Templates, this is what you’ll see:
By default, templates will automatically be sorted by template creator. Your templates will always show up at the top of this list and they’ll be sorted by the date last used. Scroll down and you’ll be able to see the templates that your teammates created.
Now let’s dive in deeper and check out five key sections in this new template management module.
Filtering by project
You can now sort templates by whether they’re included in the project you’re currently in, or any project.
A template is automatically included in a project if you:
- Create that template while in that project
- Send an email using that template while in that project
- In the manage templates module, click the ellipses button for that template and select Include in Project
This makes it easier access all of your templates and reuse them in different campaigns, without sacrificing the ability to easily find the right templates and tell which ones are already associated with your current project.
Say you want to find a specific template of yours that you don’t quite remember what the full subject line was, but you know somewhere in the email, you mentioned “blogger outreach.”
Now, you have the ability to search through the titles, descriptions, and bodies of your outreach templates, making it much easier to locate the exact template you have in mind, even if you only remember one or two unique words used somewhere in that template.
Here’s what you’ll see for every template in your list. There’s a lot to unpack, so let’s take a closer look.
On the left side of each template summary, you see who created the template, the template name, the date the template was last used, and whether the template is included in this project.
Then, to its right, is the template’s subject line and a snippet of its body content. All of this information can help you easily identify whether this template would be a good fit for the campaign you’re currently working on, without needing to click into it.
On the right side of the template summary, you see the same email template stats you saw in the previous outreach module:
- The number of emails sent using that template
- The open rate, the click rate
- The reply rate
You can use these stats to easily compare the effectiveness of each template, and further filter down the templates by new parameters like keyword, or sort them by the new sorting dropdown.
To edit a template, clone a template, delete a template, or start outreach, click the ellipses button on the far right and select the desired action from the dropdown. If a template isn’t currently associated with the project you’re in, you can also add that template to your project by clicking the ellipses button, then selecting Include in Project, meaning it’s easy to take a variety of actions on your templates all from one place.
Creating a New Template
In the past, when you created a new template, you would select to share it with All of my projects or This project only.
The benefit of sharing it with all of your projects was that it made your template very easy to reuse and repurpose across multiple campaigns. The problem was that once you did, it became harder to find the exact template you needed. Likewise, associating the template with This project only made it easy to find it when you needed it, but harder to reuse it in other projects.
Now, if you create a new template, you’ll see that the option to select whether a template is available just in this project, or in all projects, is missing.
That’s because by default, all created templates are now available everywhere (unless you limit a user’s access, more on this in the next section of this post).
With the new template management module, all templates can be easily located and added to a project with the click of your mouse, even the ones not yet associated with the project you’re currently in. Templates associated with the project you’re in can be found using the Included in drop down, or by looking for the blue IN PROJECT tag below the date last used.
This update combines the best of both worlds; the accessibility of sharing a template in all projects, and the ability to easily find templates associated with the project you’re in.
Website templates and People templates are now just templates
All of your Website outreach templates are now accessible when doing outreach in the People tab, and all of your People outreach templates can now be used when doing outreach in the Websites tab. In other words, there are no more “Website” templates or “People” templates, just outreach templates that can be used in both tabs.
Likewise, when you create a new template, it will automatically be available in both People and Websites. This merging of template types, combined with the new template management module’s advanced filtering and sorting, means you never have to wonder where a particular template went.
Setting up template permissions
At times, you may not want every single template to be available to be seen by every single person who can log in to your BuzzStream account, which is why you still have the ability to limit user access to only the relevant templates using user permissions.
As an example, let’s say I have a client who logs into my BuzzStream account to view how our outreach is performing. I only want my client to have access to the templates associated with her project.
To make that happen, click the gear in the upper right hand corner of the app, and click Settings. From the left menu, select Manage Roles. Here, click the pencil icon next to their user role, then scroll down to the Email Outreach section, and uncheck the box that reads Access to templates in projects that the user is not assigned to at the bottom of list.
By doing this, any users associated with this role
Our team has worked hard to bring you these improvements, so please send us your thoughts – shoot us an email at firstname.lastname@example.org, or tweet us @BuzzStream. We’re always looking to hear your feedback as we continue to make BuzzStream more powerful and easier to use.