04. Creating a new Email Template

Along with System Email templates there is also the ability to create custom email templates for your application process. The following are ways this is helpful:

  • You have emails you like to send out to users periodically that you would like to create for your application process. 
  • You have multiple request sections in your application and therefore need separate email templates for each section.

To create a new email template:

  • Select the application in the Select an Application field that you want to create the template for.
  • Once the Template listing appears for that application click on the Create Template button. This button is located to the right of that listing header.

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

  • 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 leave this blank and 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 from the dropdown to create a new template. Then enter the name of your new template in the line above “Copy an Existing Template or Create New”.
    • Note if you are creating this template to attach to your request section select the Add New Nomination Template instead.
  • Template Description: Enter a description of the templates purpose.
  • 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. When coping the field be sure to include the {} that are on either side of the field name and be careful not to add any additional spacing within that field name.
  • 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.

Application: Request from Applicant (Default email) for Request Sections – if creating a new email template to be used in a request from applicant section (Nomination Template) below are a few things to consider:

i. Are you including the Comment section in this email?
ii. If using more than 1 request section are there different email messages
you want to send for each. Did you create the templates for these?
iii. Be sure to connect the correct template to the correct request section?