Overview

We are pleased to introduce the Import Email Template Feature that allows users to directly import RedSky email templates into RedSky 365 plugin. This feature enables you to standardize customer communication by using predefined RedSky templates within Outlook.

With this integration, you can quickly select a relevant template linked to an order (Service Order or Customer File) and insert it into your email — either as a reply or as a brand-new email — complete with the associated documents and recipient details.

This ensures consistent messaging, faster response times, and improved accuracy in communications.


Steps to Add Plugin to Outlook

Add the RedSky 365 plugin to Outlook.
https://redskymobility.freshdesk.com/support/solutions/articles/43000701830-steps-to-rollout-deploy-the-redsky-outlook-file-upload-app-add-in-to-users.


Importing an Email Template

  1. Access Import Template Option
    Open the RedSky 365 Outlook plugin and select the Import Email Template feature.

  2. Provide Order Number

    • Enter the relevant Service Order Number or Customer File Number.

    • Based on the order, the plugin will display a list of eligible templates.

  3. Choose Template Insertion Mode
    You will have two options:

    • Insert Template as Reply

      • Inserts the selected template into the reply you are currently composing.

      • Includes the pre-defined text and any documents attached to the template.

    • Insert Template as New Email

      • Opens a new email with the template text.

      • Automatically attaches the documents included in the template.

      • Populates the recipients defined in the template.

  4. Edit & Send

    • Make any necessary edits to the template text or attachments before sending.


Smart Features

  • Order-based Template Filtering

    • Only templates relevant to the entered Service Order or Customer File will be displayed.

  • Automatic Document Inclusion

    • Templates will include all pre-defined attachments, saving time and ensuring consistency.

  • Recipient Pre-population

    • When using Insert Template as New Email, recipients are automatically filled based on the template configuration.


Benefits

  • Standardized Communication – Ensures all emails follow approved formats and contain accurate information.

  • Time Savings – Quickly insert ready-made templates without manually copying and pasting from RedSky.

  • Improved Accuracy – Reduces the risk of missing attachments or sending emails to incorrect recipients.