E-mail templates, segments and custom fields

Three tools make Rapport fit the way you sell: e-mail templates for the messages you write again and again, segments for the groups of people you work with, and custom fields for the facts only your business needs.

E-mail templates with merge fields

CRM → E-mail templates… lists your templates. Each has a name, a subject and a text with merge fields in double curly braces:

Hi {{contact.firstName}},

thanks for your time today. As promised, here is the proposal for {{deal.title}}.

Best regards
{{me.name}}

The available fields are listed below each template: the contact's name, e-mail and job title, the company's name and domain, the deal's title, value, stage and expected close date, your own name and e-mail and today's date.

To write, open a contact (or a deal) and choose Write from a template…. Pick the Template and the recipient under To; Rapport fills in the fields and shows which ones had no value, such as a missing job title. Edit the text freely, then:

• Open in mail program — opens a new message in your own e-mail program with recipient, subject and text filled in.
• Copy text — copies subject and text for webmail or a chat.

Rapport never sends e-mails itself — nothing goes through our server. When you open or copy a message, Rapport logs it as a done E-mail activity on the contact's timeline.

Segments

A segment is a saved filter. The Segments view lists them with the number of matching records; Show opens the list view with the segment applied, and every list view has a segment menu next to its search box.

Choose New segment (or Edit on an existing one) to build one: a Name, which Records it filters (contacts, companies or deals), whether All rules match or Any rule matches, and the rules themselves — a field, a condition and a value. Conditions include is, contains, is empty, is more than, is before, has the tag and within days (a negative number means the coming days, so -30 on Expected close finds deals closing in the next 30 days). The count updates while you type.

Good segments to start with: decision makers with marketing consent, enterprise accounts, deals closing this month, contacts without a lawful basis.

Bulk actions

In the Contacts table, tick the boxes in front of the rows (or Select all shown contacts after filtering). A bar appears with Add a tag…, Write an e-mail… and Export as vCard for the selected people. With several people selected, the e-mail dialog fills the template for whoever you pick under To, so you can go through them one by one.

Custom fields

CRM → Custom fields… adds fields to contacts, companies or deals. Give the field a name, choose who it is For and its Type:

• Text, Number or Date
• Choice with a list of options, such as Referral, Website, Event, Outbound for a lead source
• Yes/no for things like “newsletter”

New fields appear in the record forms, in segment rules and as extra columns of the CSV export. Deleting a field removes it from the forms and the filters.

Next: Import, export and duplicates.