03. Editing System Templates

Open the Notification Center.

  • Select the template you want to edit by clicking on the template name.
bulitNote: If editing a template that is application specific you will need to select that application in the Select an Application dropdown first. Even though the email template may appear under each application you must make any edits to each template under per each application.
  • The edit email template will open similar to the example below:
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  • Make any appropriate changes to the email template. Below is an explanation of the items in the email template.
  • Template Type: the type of template, system template or custom template 
  • Copy an existing template or create new: this is an automatic default depending on the type of template and cannot be updated. 
  • Template Name: The name of the template.
    Note: when editing system templates the Template Name cannot be edited.
  • Template Description: Brief description of the template’s purpose
  • Email Subject: To add a subject line to your email, enter the Email Subject in this field.
  • Template Content: 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.
  • Update: Click on the Update Button to save your changes.
  • Preview: Allows you to see a layout preview of what the email will look like when sent.
  • Cancel: Click the Cancel to cancel any changes you have made.
1.3.1 Exercise 1:
Step 1: Go back to the Global Templates, Click on Select from the menu. Click on the template called: Password: New Account Confirmation.
Step 2: Read the content of the email. With most of the templates you will get indication by the content the purpose of the email. For example this template is very basic information.
Template Description can be edited. Only the administrators see this.
Email Subject Line: Should be edited. Best Practice is to place the name of your Organization in the Subject Line:
Step 2: Change subject line to: (Organization Name) – Your account has been successfully created in our Award/Competition Database.
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Step 3: Edit the content of the template. For example you could use this:

Dear {FirstName} {LastName},
An account has been created in your behalf for the University’s Scholarship Database. As a security precaution, we must confirm that you created this account for this email address or authorized the Administrator to create an account for you. Below is your log in information:
Login: {EmailID}
User Password: {Password}
Please log in at: https://yoursiteadress.communityforce.com
If you are receiving a temporary password you may change your password to a new personal password after logging in to your account by clicking, Change Password, on your dashboard.
This is an automatic email notification; please do not reply to this email.
If you did not create or authorize this account, please notify the Administrator immediately.
Thank you for your interest,
{Signature}
To the left of the editor’s box are Available Merge Fields that you can copy and paste into your email. Simply highlight, right click, copy and paste into the body of your email.
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Step 4: Go ahead and edit the email template. When you have completed the edits, click on the Update button located below the editor’s box.
Regarding email templates, best practice is to come together as a group to discuss your email messages, decide on your branding strategy and edit your templates accordingly by starting with the Global Templates. Maintain a procedure for how emails will be handled in your organization for applications that are created in the future
Step 5: After you have updated your Template the system will return you to the list of Global Templates.