04. Creating A New Email Template

The system allows you to create a separate email template for each request section. Please follow these steps:

While on the Templates Tab, the administrator can create Custom Templates by clicking on the Create Template button.

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When you click on the Create Template button the following screen is displayed:

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  • Template Type: Select Custom (only custom templates can be created by the Administrator, System emails must be created by a CommunityForce developer and are hard coded to a specific area within the application).
  • Copy an Existing Template or Create New: To create a New Template you will need to select the Add New Template selection in the Template Name field, this will then open this field where you can enter the name of your new email template.
  • Template Name: Select Add a New Template to create a new template name by selecting Add New Template from the dropdown and enter the name of the template to the right of the Template Name field.
  • Template Description: To add a description to the Email Template you are creating enter it here.
  • Email Subject: To add a subject line to your email, enter the Email Subject in this field.
  • Template Content: Enter the content for the email template. Content can be entered using either of the following tabs:
  • Design Mode: The html editor works exactly the same way as Microsoft Word works. Type the information into the body of the editor as you would be typing and formatting it in a Microsoft Word document. You can also copy and paste the formatted text from other documents.
  • HTML Text: You can create email templates using html tags by clicking on the HTML Text tab present beside the Design Mode tab. Enter the html tags with the content and it will display all the content as formatted.
  • Available Merge Fields for Custom generated templates: These are auto-populated fields that the administrator can use when setting up an email template. When you send an email, these fields will automatically be populated with the desired data. For example, if the administrator chooses {First Name}, it will automatically change to the applicant’s actual First Name, while sending a mail. To insert one of these fields, copy and paste the field into the area of the content section of where you want the field to appear.
  • Save: Click on the save button after adding all the content to save the changes and go back to the Email Tools page.
  • Preview: Allows you to see a layout preview of what the email will look like when sent.
  • Cancel: Click on the Cancel button to go back to the Email Tools page and cancel any changes you have made.