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title2. How to Add / Create an Email Template

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title2.
How to
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or
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an Email Template

  • Click on the Provider tab in the side menu

  • Click on the Add Content option in the side menu

  • Select the Purpose from the Drop box

  • Select the Category from the Drop box

  • Enter the name of the template into the Data Resource Name field

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

  • Select the Status of the template from the drop box

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    ,
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    Choose Providers > Add Content menus on the side.

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    In the EDIT DATA RESOURCE Form section, fill out the required fields accordingly. Refer to the guide below.

    Image Added

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    Purpose – Select the most relevant purpose of the template from the drop-down list.

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    Category – Select the most relevant category from the drop-down list.

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    Data Resource Name – Enter the template name here.

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    Data – Enter the body of the message or the template here. Refer to the “
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    titlemerge fields
    Within Communication Templates with Descriptions” table above under the Key Terms and Conceptssection for a list of dynamic data you can use in your template.

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    Status – Select the status of your template here.

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    Permission Level – Select the minimum permission level required to use this template

    from the drop box

  • Name the template in the template name field

  • Click on the Save Data Resource button

    • .

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    Template Name – You can copy the same name here as the data resource name field above.

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    After filling out the required fields, click the SAVE DATA RESOURCE button.

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    Expand
    title3. How to Edit an Email Template

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    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).

  • 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

    • Status
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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 edit. 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

  • Update the required information or fields.

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

    template that you want to edit.

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

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    Edit or update the required information or fields. Refer to all possible editable fields below:

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    Purpose – You can edit the purpose of the template to (possible values): Email Template, Transition Template, Commitment Agreement, Student Review Template.

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    Category – You can edit the category of the template to (possible values): Student, Template, Academic, General.

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    Data Resource Name – You can edit the name here.

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    Data – You can edit the body of the template here. Refer to the “
    Status
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    titlemerge fields
    Within Communication Templates with Descriptions” table above under the Key Terms and Conceptssection for a list of dynamic data you can add in your template.

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    Status – You can edit the status into: Deleted, Revised Draft, etc.

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    Permission Level – You can change the permission level, to whoever has the minimum required level access to access or view this template.

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    Template Name – You can rename your template here.

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    After editing and updating the required fields, click the SAVE DATA RESOURCE button or the SAVE DATA RESOURCE AS NEW REVISION as required.

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    ...

    Email Template Examples

    ...

    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

    ...