Creating email templates

To create email templates, open a module that contains the Merge Type option.
  1. On the sidebar, select Customer Service > Parameters > Merge Type Parameters.
  2. Specify your search criteria.
  3. Click Search.
  4. In the Results panel, select a record.
  5. Click the search icon in the E-mail Template field.
  6. Click New.
  7. Specify this information:
    E-mail Template Code
    Specify a unique alphanumeric value of up to 10 characters identifying the template. For example, SCTN7. Letters specified in this field are automatically converted to uppercase.
    Description
    Provide a brief description of the template of up to 50 characters. For example, Section 7 Statement.
    Subject
    Specify the email subject text to use in messages based on the template. The text can include merge fields for incorporating Pathway data in messages at the time of sending.
    Note: Regardless of the content of the subject text in an e-mail template, details identifying the relevant Pathway environment are still included in the subject of messages. The subject is based on the template if the new facility to enable the subject has been run.
    From

    Specify the source of the sender name and address to be associated with all messages. The text must based on the template and sent through SMTP. You can select one of these options:

    • Administrator: In the System Administration > System Parameters > Mail and Fax Server Maintenance menu option, the sender name and address are taken from the E-mail Display Name and E-mail Address fields.
    • Other: The sender name and address are taken from the E-mail Display Name and E-mail Address field values against the email template.
    • User: The sender name and address are taken from the user record of the user initiating the process that sends the message. For example, Electronic Document Delivery.
    E-mail Display Name
    Specify a person's name that identifies the message sender. For example, Jane Smith. This field is only available when the value of the From field is Other.
    E-mail Address
    Specify the address of the message sender in SMTP format. For example, jane.smith@council.gov.au. This field is only available when the value of the From field is Other.
    Try SMTP
    Toggle this switch on to specify that messages are always sent based on the template through SMTP instead of MAPI in the Emailing module.
    HTML Body
    Specify the HTML code defining a rich text body to use in messages based on the template. The text can include the previously specified merge and image fields for incorporating embedded images.
    HTML Preview
    Click this tab to make the default web browser provide a preview of HTML messages based on the template. This tab should only be used to display a preview of HTML messages based on the given template. A number of available email clients can affect the way a message is displayed.

    See Merge fields and Image fields for more information.

    Message

    Specify the plain body text to use in messages based on the template. As with the Subject field, you can use this field to include merge fields for incorporating Pathway data in messages at the time of sending.

    Note: The E-mail Template Maintenance form is not intended as a design tool for HTML content. This form is used to facilitate the sending of separately designed HTML content that may incorporate Pathway data.
  8. Click Save.