Setting up email templates

1. On the Administration menu, click Email Templates.

   The Email Templates list appears.

2. To add a new template, right-click and select New Email Template.

   The Select Email Event Type dialog appears.
   

3. Select the event type the email template is to be created for, then click OK. The selected event will determine what metadata placeholders can be inserted into the template text.
   The New Email Template dialog is displayed.
4. Complete the required details for the email template:

• Email address for 'Sender' (leave blank to use the default sender) - type a return email address specific to this notification template. If you leave this field empty, Content Manager will use the default return email address that has been defined in the Workgroup Server.
• Text to appear in the email subject - type in the default text that will appear in an email subject line.

• Text to appear in the email content - type in the default text that will appear in an email content.

  The substitution fields have percentage signs before and after them. These are placeholders that will be replaced with metadata from the event at the time the message is sent.

  For example, %MO_P_recNumber% will be replaced by the record number of the record involved in the event.

  There is no need to learn the codes for the substitution strings - click the KwikSelect button next to any field in this dialog to display all the available metadata fields for insertion.

  This enables you to easily design the correct mix of plain text and metadata for both the subject and the body text.

NOTE: The Request Digest option provides additional header and footer configuration.

• Preview - allows you to Preview the template in Outlook. Add Image - insert the cursor into where the image is to be placed on the email body, then click Add Image. On the Open dialog, browse to and select the image to be added to the email template. Font - allows you to edit the Font styles, formats in the email template.
  

• Attach a Content Manager reference to the generated email message… - select to include a Content Manager reference link (*.tr5) on the email.

  The recipient can double-click it to open the record or Workflow which caused the notification in Content Manager. Depending on the event selected for the template, the reference link can point to the next action that requires completing or to the record itself.

• Use HTML format for generated email message - when enabled, Line Break elements <br> are added to the Content text area. Additional HTML tags and images can be added to the Content text area.

NOTE: If this option was enabled for templates created before upgrading to Content Manager 10.1, for the <br> tag to be displayed, the option should be disabled then re-enabled, if required.

5. Click Finish to save the new email template. Content Manager will automatically use a customized template once it is defined for an event. If there are no custom templates, it will continue to use the defaults.