Administrators to create a new template email, specifying the subject, code, message, default sender and domain for the template. You will need access to Management Console and Email notifications and have correct role permissions.
Administrators can only create template emails that belong to a Domain the administrator has access to
Go to Email Notifications and select Create template email and complete the following:
Domain: Select your staff domain
Code: This is only visible to admins – this can be the initial email or the chaser email
Subject: Fill in the subject of the email
Default sender: email@example.com is the default sender you can put firstname.lastname@example.org and your whitelisting should cover it (if you would like to use an internal email address please check this with your IT desk as they’re might be issues with emails getting blocked for spoofing )
Default sender: email@example.com – this is the address we use to track automatic replies and bounce backs
Message: Insert the email wording that you wish to use.
Below is a list of code that will be auto filled depending on account attributes*
[firstname] – first name as per attributes
[lastname] – last name as per attributes
[username] – username as per attributes
[password] – password as per attributes
[input1] – this can be used in manual emails for a free text option
[input2] – if you have used [input1] you will need to use [input2] for the second free text and so on
[mandatory_assignments] – can be used in manual and invitation emails and this coding will show the training modules assigned and the corresponding deadlines
[user:attribute_code] - this code can be used to add any user attribute to an email template. eg. [user:location] will add the user's location from their attributes.
[no_login_details] - to be used when you do not want the username and password to show up - this ideally is used in escalation emails and with clients that have SSO set up
[outstanding_assignments] – can ONLY be used in Automated reminders and this coding will show the training modules assigned and the corresponding deadlines
[delinquents] – this can be used in scheduled escalation emails and automated escalation emails. By default, showDelinquentPaths is set to Yes in Configuration which means that the coding will show the name of the overdue people in the reporting line of the manager and the modules that they are overdue on. If showDelinquentPaths is set to no, then only the names will appear.
[module] - to be used in completion emails Send email on completion
Priority: Select as needed – default is 3. Normal
Click on Create to save your template
Below is an example of a new joiner email template:
You have been assigned a number of PLACE CLIENT NAME HERE online e-learning courses shown below. You are required to complete training as a part of your ongoing compliance training obligations.
The online e-learning courses assigned to you must be completed before the deadline date displayed.
At the end of the course there is a multiple choice question assessment test with a passing score that you must pass to be marked as having completed the course. In the event that you fail the assessment you should retake the exam (note: the questions will change with each attempt).
To access this e-learning portal now, please click on the link below:
PLACE CLIENT LINK HERE
And then login using the username and password shown below:
*There are tags that can be used for Event Emails only. Check out this article if you are using the Event Management System Event Email Settings