Email Templates in DocumentsCorePack

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DocumentsCorePack (DCP) enables users to create email templates in Microsoft Word, bypassing the limitations of native Dynamics 365/CRM email templates. This enables DCP users to map any data out of Dataverse while still retaining the rich design experience provided by Microsoft Word. 

This article shows best practices around preparing templates to be used for emails and the different options provided by DocumentsCorePack to create email-content via the DocumentsCorePack Dialog as well as Power Automate.  

Preparing Email Templates using DocumentsCorePack 

Templates created via DocumentsCorePack can be used not just for creating attachments but also for creating email content. However, when including templates in emails, formatting issues may occur.  Thus, when it comes to creating templates designed specifically for emails, we recommend following the below guidelines:

  • Inserting images using “Insert as Picture-Link-Field”: When inserting images in your templates for use in emails, the “Insert as Picture-Link-Field” option is recommended.  This is recommended because the option keeps the size of the email small due to using a link.  It is in contrast to “Insert as Picture Link,” which will add the file itself to the email.
  • Using tables: HTML lacks a right or bottom border.  As a result, templates can look unorganized when using them for emails.  To fix this, we recommend inserting the content of your templates into Word tables. 

    Tables provide defined constraints for your content within emails, ensuring a more professional look.  We suggest inserting your content into a 1×1 Word table with invisible borders and setting the left and right cell margins to 0.2 inches. 

    Below is a comparison between an email template without a table as described, and one with a table as described. 
Email template without a table used
Figure 1a: Email template without a table used
Email template with a table used.  Note that the table helps control the text wrapping of the content
Figure 1b: Email template with a table used.  Note that the table helps control the text wrapping of the content.
  • Embedding fonts: To ensure email recipients have the same viewing experience when receiving emails, we recommend embedding your fonts in your template.  You can embed your fonts as shown in this article. 

    For further information on adding custom fonts, please see here. 

Generating email content with DocumentsCorePack 

Email content can be created through the use of the DocumentsCorePack Dialog or via Power Automate.  This is illustrated in the following examples. 

1a. Create the email content and email attachment via the Dialog

If we want to attach one of our templates to an email, we can use the DCP Dialog. 

Navigate to a record and select the Create Document button.  Then, select a template. 

Selecting our template
Figure 2: Selecting our template

On the document process step, you can choose to (1) attach the selected template as email attachment.  This can then be sent to a specified recipient.  You will also have to (2) choose an email template for your email body.  Optionally, you can set the email to be sent right after the document has been generated by selecting (3) Send Email(s). 

Setting up the document process to add our template as an email
Figure 3: Setting up the document process to add our template as an email

Once the process has been finished, you will be redirected to the email record. 

The created email record. Our selected template has been added as an attachment on the right.
Figure 4: The created email record. Our selected template has been added as an attachment on the right.

1b. Creating just the email content via the Dialog 

You can also add email content to the body directly by choosing the (1) HTML file type in the Dialog and (2) attaching the document as email content.  You can then (3) send the email like previously. 

Setting up our document process to add our template as email content
Figure 5: Setting up our document process to add our template as email content

Using the same template selected before as email content instead, the resulting email looks like this: 

The created email content
Figure 6: The created email content

2. Creating an email and inserting an email template via the Dialog 

To add a template to an already created email, navigate to the email itself and click on the Create Document button. 

Selecting the 'Create Document' button
Figure 7: Selecting the ‘Create Document’ button

In the next window, select the record to create a template for.  

Selecting our record
Figure 8: Selecting our record

After selecting the record, choose the template to be inserted into the email. 

Choosing the template
Figure 9: Choosing the template

Once selected, the template will be added into the email body.  The template can then be customized and formatted using the given editor. 

The email, populated with our generated content
Figure 10: The email, populated with our generated content

3. Using email templates in Power Automate via Flows 

To include an email template in an email body via Flows, a Create document (sync) (V3) action must be defined.  Within its parameters, the desired (1) template must be selected, the correct (2) row ID must be chosen, and the (3) file type must be set to HTML.  The (4) email to add the template to must also be defined. 

Setting up our 'Create document' action
Figure 11: Setting up our ‘Create document’ action

The resulting email would look similar to the following: 

The email generated from our flow
Figure 12: The email generated from our flow

That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com 

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