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Overview

Upon Completion of this KB article you will be able to Create, Add and Edit an email template for the Communication module

Complexity

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titleMEDIUM

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Navigation

Table of Contents
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Overview|Workflow|Video

Workflow

Table of Contents
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Expand
titleAssumptions

Assumptions

  • You have the minimum required permission level to access the Provider tab

  • You understand that making changes within this section has system wide implications.

  • You have an understanding of the Australian Tertiary Education System / VET Sector.

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titleKey Terms and Concepts

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KeyTermsAndConcepts
KeyTermsAndConcepts

Key Terms and Concepts

Key Terms and Concepts

Note
Be advised

BE ADVISED

We have no plans for any new additional email merge fields at this time. More complex use cases should be handled using the Paradigm reporting engine by generating and attaching a file to the email communication event.

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titlemerge fields
Within Communication with Brief Overview

Merge Fields Within Communication Templates

Brief Overview

{email_from}

This is the email address of the sender

{email_from_first_name}

This is the first name of sender (blank if the sender is a provider)

{email_from_last_name}

This is the last name of sender (blank if the sender is a provider)

{url_read_tracker}

This is a 1 pixel image that, when added to an email, will upon opening of the email by the receiver will mark the email as open within the system

{email_first_name}

Student / Receiver's first name

{email_last_name}

Student / Receiver's last name

{student_number}

Student’s number issued by provider

{email_subject}

The communication event/email subject

Status
titleForm fields
EDIT DATA RESOURCE with Descriptions

Field Name

Brief Overview

Category

  • Template

  • Student

  • Academic

  • General

Data Resource Name

The template name as determined by the institution or the staff member who created it

Data Resource number

System allocated reference number allocated to each template

Purpose

  • Email Template

  • Transition Template

  • Commitment Template

  • Assessments

Status

  • Deactivate

  • Deleted

  • Final Draft

  • Initial Draft

  • In Progress

  • Published

  • Revised Draft

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Implications

Note

BE ADVISED

We have no plans for any new additional email merge fields at this time. More complex use cases should be handled using the Paradigm reporting engine by generating and attaching a file to the email communication event.

Workflow

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  • Click on the Provider tab in the side menu

  • Click on the the Search Content option in the side menu

  • Enter search criteria either in the Data resource name, Purpose or Category

  • Click on the Search Data Resource button

    • Expand
    title1. How to Search for Communication Module Template

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    title1.
    How to
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    titlesearch
    for a Communication Module Template

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    ,
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    Choose Providers > Search Content menus on the side.

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    Enter either of these search criteria (Data Resource Name or Number, Purpose, Category, or Status).

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    Click the SEARCH DATA RESOURCE button. This will return a list of

    Data Resources

    data resources / templates that meet

    the

    your searched criteria

    To

    .

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    You have the option to filter the returned options

    in the search box above the returned results, start typing

    more by typing a keyword of the template name that you want to search. This will reduce the number of results

    . 

    to that keyword that you’ve entered.

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    Click

    on

    the blue

    hyper link

    hyperlink on the left side of the

    required record.The Template has now been loaded in the editor

    template that you want to view.

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    Info

    INFO: In the sample screenshot above, since the keyword “can” has been entered, the results list has been limited to the templates which has the keyword “can” on them.

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    title7
    After clicking the template that you want to view or search, it will open the EDIT DATA RESOURCE Form section of that template (sample template screenshot shown below).

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    back to top

    Expand
    title2. How to Add / Create an Email Template

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    How to
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    or
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    an Email Template

    1. Click on the Provider tab in the side menu

    2. Click on the Add Content option in the side menu

    3. Select the Purpose from the Drop box

    4. Select the Category from the Drop box

    5. Enter the name of the template into the Data Resource Name field

    6. Using the Merge Fields from the table above create the template in the Data field. This is the main body of the email template.

    7. Select the Status of the template from the drop box

    8. Select the minimum permission level required to use this template from the drop box

    9. Name the template in the template name field

    10. Click on the Save Data Resource button

    Note

    Expand
    title3. How to Edit an Email Template
    Info

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    title3.
    How to
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    titleedit
    an Email Template

    NOTE: You may make ad-hoc changes to an email template via the Communication Module prior to sending the email without changing the original email template (e.g. updating a semester number or year).

    1. Click on the Provider tab in the side menu

    2. Click on the the Search Content option in the side menu

    3. Enter search criteria either in the Data resource name, Purpose or Category

    4. Click on the Search Data Resource button

    5. This will return a list of Data Resources / templates that meet the searched criteria

    6. To filter the returned options in the search box above the returned results, start typing the template name. This will reduce the number of results. 

    7. Click on the blue hyper link on the left side of the required record.

    8. The template has now been loaded in the editor

    9. Update the required information or fields.

    10. Click on the Save Data Resource button or the Save Data Resource as New Revision button as required

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    Email Template Examples

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    Expand
    titleExample 1. Commonwealth Assessment Notice (with attachment)

    Below is an example of an email body for a Commonwealth Assessment Notice (CAN) sent via the communication module. The template includes a date field for the semester in question that an admin user would need to update each semester in advance of sending out the emails.

    Paradigm email configuration

    Code Block
    languagexml
    Attn: {email_first_name} {email_last_name}

Please find attached your Commonwealth Assessment Notice (CAN) for the Semester 1, 2019. It is your responsibility to check your FEE-HELP balance.


You have the right, under section 169-10 of the Higher Education Support Act 2003, to request correction of information
contained in this Notice. This request must occur in writing or via email within 14 days of the date of issue of this Notice. 

Kind regards
Star fleet Academy
Student Services

NOTICE: This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.

    Example of email received via Google Gmail with an attachment

    Expand
    titleExample 2. Enrolment Period (without attachment)

    Below is an example of an email body template for notifying students when online unit enrolment will open for an upcoming time period. 

    Paradigm email configuration

    Code Block
    languagexml
    Attn: {email_first_name} {email_last_name}


Enrolment for Semester 2, 2019 will open on Monday the 2nd of June 2019 and will close on Friday the 14th of July 2019.
Please ensure that you have your username and password to login to the system and that you have discussed your subject selection with your adviser prior to this time. 


Evening classes during semester 2 will be conducted in the Roddenberry building while the Picard building is being refurbished.


If you have an issues please contact Student Services.

Star Fleet Academy
Student Services



NOTICE: This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.

    Example of email received via Google Gmail 

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    Related Pages

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    Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

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