Staff Name is a single field on the Staff object. When using the field within an Email Template, the template will pull both First and Last Name into the Email Template. You might consider removing the Last Name from the Staff Name field however, this will impact the way the Staff Member Name is displayed on the Staff Calendar and when scheduling Appointments. For this reason, we will need to create a custom Field to hold just the Staff member's First Name.
Step 1: Create Custom Fields on Staff object and desired Email Object
Note: Only System Administrator Users will be able to complete these steps.
Navigate to the Setup menu. Click on your Username in the upper-right corner of your improveit 360 page. Clicking on your Username will expose a dropdown menu. Here you will find the Setup menu:
From the Setup menu, use the Quick Find search bar and search the word Objects, click on the Objects menu.
Choose the Staff Object
In the Custom Fields and Relationships section, click the New button
Choose a Data Type of Text (255 characters)
Name the Field Staff First Name
Save the new Field
Hover over the Staff Field Sets related list and click Edit next to the "Staff - Information" Field Set.
Add the new Staff First Name and Staff First Name field to the Field Set:
Save the changes to the Field Set
Run First Time Setup
If you do not have First Time Setup in your Toolbar, click on the + to go to the All Tabs page.
Next, we need to create a Formula field to pull the Staff First Name onto the Object where your Email Template is being sent from.
In this Example, we will use the Sale object (but you may want the First Name on the Appointment or the Project Activity as well).
Go to the Sale object (see instructions above to navigate to the Objects menu)
In the Custom Fields and Relationships section, click the New button
Choose a Data Type of Formula with a Return Type of Text
For this Example, I will name the Field Sales Rep 1 First Name but if I were on the Project Activity I might name the field "Assigned To First Name"
Next we need to create the Formula, choose Advanced, then click Insert Field
Choose the Sales Rep 1 > field (be sure to choose the one with the ">")
Choose the new Staff First Name field and click insert:
Save your Formula field.
Step 2: Add the First Name data to each Staff member
Next, we will need to Edit the data on each Staff member's record, to be sure the First Name field contains only the staff member's First Name.
Go to the Staff Tab
Edit your Active Staff List View
Add the new Staff First Name field to your List View in Step 3
Save the changes to the list.
Next, double-click into the Staff First Name field to add the Staff member's First Name:
When you are finished entering the Staff member's First Names, your list should look like this:
Step 3: Edit the Email Template and insert the Staff First Name Merge Field
The last step we need to complete is editing the Email Template to insure we are not pulling data from the native "Staff Name" field.
Navigate to the Email Template you wish to Edit, click Edit HTML Version button
In the Available Merge Fields section, choose the appropriate Field Type, in this example we are sending the Email from the Sale object so I will select Sale Fields. However, you might be sending the Email from the Appointment object, or the Project Activity object. Choose the correct Field Type, then Select the new Field you created during in Step 1.
Copy the Merge Field Value for your new custom First Name field and Paste it into the body of the Email Template.
Be sure to Delete the full Sales Rep 1 Name field (or any unwanted Fields) from your Email Template.
When you are finished making your changes, click Save.
Lastly, click the Edit Text Version button:
Copy the Text from the HTML Version. This insures that customers who elect to receive Text Only emails, will also see only the Staff member's First Name. Save.