Defining a safety-incident email template

Verify that a suitable template is not already available in the system.
  1. Sign in as Health & Safety Management.
  2. Select Set Up > Safety > Email Templates > Safety Incident Templates.
    The Incident Templates page is displayed.
  3. Click Create.
  4. Specify this information:
    Template
    Specify a unique name for this template.
    Description
    Specify when this template should be used.
    Template Type
    Select the action to trigger the sending of an email based on this template. Your options are:
    • Safety Incident - email is sent when a new safety incident is created by a Safety Administrator.
    • Near Miss Incident - email is sent when a new near-miss incident is created by a Safety Administrator.
    • Assign Investigator - email is sent when an investigator assignment is submitted for an incident.
    • Employee Incident Created - email is sent when a new incident is created by an employee.
    • Employee Incident Follow Up Created - email is sent when a new follow-up activity is saved for an incident. If you select this template type, then you can add these variables to the body of the email:
      • {Follow Up Health Component Link} - inserts a link that the employee recipient can click to request the required health component.
      • {Follow Up Learning Activity Link} - inserts a link that the employee recipient can click to request the required learning activity.
    • Investigation Completed - email is sent when an assigned investigator clicks Investigation Complete for an incident.
    Note: You can configure automatic notifications for the actions that relate to a template type. For example, you can set up a template to trigger an automatic email whenever a safety incident is created. See Configuring safety emails and notifications.
    Active
    Select this check box to make this template available to users.
    To
    Pause on the field, click Field Actions, select Text Variable Replacement, and select the variable that represents the email address for the recipient. For example, {EmployeeIncidentCaseEmail}.
    CC, BCC
    Optionally, pause on the field, click Field Actions, select Text Variable Replacement, and select the variable that represents the email address to copy. For example, {InvestigatorEmail}.
    From
    Pause on the field, click Field Actions, select Text Variable Replacement, and select {RequesterEmail}.
    Subject
    Pause on the field, click Field Actions, select Text Variable Replacement, and select the options to identify this email. You can type free text to accompany the variables. For example, Regarding case {CaseNumber} reported on {IncidentDate}.
    Body

    Specify the text of the notification.

    Optionally, pause on the field, click Field Actions, select Text Variable Replacement, and select the options to identify this email.

  5. Click Save.