Defining mentor email templates

You can define mentor email templates that can be used to automatically send an email to the recipients on the email template. You can define up to two templates to be used for each of these actions:

Action Description
Designate As Mentor You can define up to two email templates to be used to send emails whenever a resource is designated as a mentor on Manage Mentors.
Remove As Mentor You can define up to two email templates to be used to send emails whenever a resource is removed as a designated mentor on Manage Mentors.
Assign Mentor You can define up to two email templates to be used to send emails whenever a resource is assigned a mentor on Manage Mentors.
Assign Mentee You can define up to two email templates to be used to send emails whenever a mentor is assigned a mentee on Manage Mentors.

Use this procedure to define a mentor email template.

  1. Select Development Planning > Manage Mentors > Email Templates.
  2. On Mentor Email Templates, select Actions > Create Assignment Template.

    or

    Select Actions > Create Designation Template.

    Note: Assignment Templates can be selected for the Assign Mentor and Assign Mentee actions; designation templates can be selected for the Designate As Mentor and Remove As Mentor actions.
  3. On the Create Assignment Template form or Create Designation Template form, specify this information:
    Effective Date

    Required. Specify the date on which the email template takes effect.

    Mentor Email Template

    Required. Specify a unique name for the template.

    Description

    Specify a description for the template. If left blank, the template name defaults. Indicate the purpose of the template, so that you can select the appropriate template for each action. For example, indicate which template to use for the Designate As Mentor action and which to use for the Remove As Mentor action, because both templates will be selectable for both actions.

    Active

    The email template is active by default. Clear the check box to inactivate it.

    To

    Select the resource or resources to whom the email will be sent. You can specify actual email addresses or select variables that will be replaced by the resources' email addresses in context of the action. To specify a variable, specify crtl-right-click within the field then click Variables to display the variables to select. The variable that you select is shown within curly braces. For example, {HiringManager}. Use a comma to separate multiple variables.

    CC, BCC

    Specify email addresses or variables.

    From

    Specify an email address or the {RequesterEmail} variable.

    Subject

    Specify the subject of the email or variables.

    Body

    Specify the text of the email or variables. This is a Rich Format Text field that allows some formatting. Click the {A} icon on the text box toolbar to view and select variables.

  4. Click Save to save the template.