Email Template Library

  • Updated

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Creating New Templates

User can add a new email template by clicking Add New Record.

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Editing Templates

 

To modify existing templates, the user needs to select an email template and click Edit.

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Cloning Templates

User can also use the Clone function to duplicate an existing template.

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Deleting Templates

The Delete button will delete a selected email template from the system.

(Note: make sure this notification is not being used any where in the system before deleting it.)

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Exporting/Importing Templates

Users can also export and import an email template or all email templates from the Email Template Library.

 

Manage Email Content

Users can manage email templates under the Design heading in the Email Template Library.

This page contains a list of the system emails that can be triggered from various points in the system.

Context Forms

Each email will have a form associated with it and that is used as the context form for sending out the email. Having a context form is important because field references can be used in email content and the field references are dependant on being related to a form.

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Click the Edit button to be able to see the configuration for any particular email.

Email content can be made of a mixture of literal content, field references, and formula calculations.

For this reason, some email templates may appear to be more difficult to interpret than others.

Here is an example of an email template:

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Most of the content is easily interpretable but there are little bits of formula used to personalise or build up dynamic content.

 

Literal Text

Literal text can be simply typed into the content and subject areas, however, field references and formulas need to be entered with curly braces '{' and '}'.

If it is necessary to enter literal text, it will be simpler to plug it in an area that is not inside the curly braces.

 

Field References

If you intend to put in a field reference, it can be done by writing the field name in square brackets, and then wrapping it in curly brackets, as such: {[Description]}

 

Formula Calculations

If you intend to use calculations, you can write them all within the curly braces and they will be evaluated, e.g. {5 * 10} will output 50 in the content.

 

Previewing the Email

Previewing the content is a great way to ensure that any content entered will output the way you expect.

Beneath the content area is a Preview button to see the content. Ensure that a valid RecordID of the relevent form exists, enter the ID then press the Preview button to see what the email would look like if it were to send out:

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The preview screen shows the potential recipients of the email, the subject, content and other information. The body is output in both HTML text and as the rendered HTML. This makes troubleshooting the content easier for complex emails, however for managing simple email content, you can ignore the HTML view.