Overview
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Overview
As a provider, you have the option to create or add data resources in Paradigm, e.g. email templates should the need arise. These templates can be added with dynamic data or merge fields that we made available for you to use in creating the content. This knowledge article will provide a workflow on how to search, add, and edit templates, and some template examples as well.
Complexity
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Video Tutorial Link: https://www.youtube.com/watch?v=qsZ2CbvLZWw
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AssumptionsYou 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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| title | Key Terms and Concepts |
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Key Terms and Concepts
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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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| colour | Red |
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| title | merge fields |
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Within Communication Templates with DescriptionsMerge Fields Within Communication Templates | Brief Overview |
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{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 |
Field Name | Brief Overview |
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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
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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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| title | 1. How to Search for Communication Module Template |
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How to for a Communication Module Template
, Choose Providers > Search Content menus on the side. Enter either of these search criteria (Data Resource Name or Number, Purpose, Category, or Status). Click the SEARCH DATA RESOURCE button. This will return a list of data resources/templates that meet your searched criteria.
You have the option to filter the returned options 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. Click the blue hyperlink on the left side of the template that you want to view.  | Info |
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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. |
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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| title | 2. How to Add / Create an Email Template |
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| How to or 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
, Choose Providers > Add Content menus on the side. In the EDIT DATA RESOURCE section, fill out the required fields accordingly. Refer to the guide below. Image Added
Purpose – Select the most relevant purpose of the template from the drop-down list. Category – Select the most relevant category from the drop-down list. Data Resource Name – Enter the template name here. Data – Enter the body of the message or the template here. Refer to the “| Status |
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| colour | Red |
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| title | merge fields |
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Within Communication Templates with Descriptions” table above under the Key Terms and Conceptssection for a list of merge fields you can use in your template. Status – Select the status of your template here. Permission Level – Select the minimum permission level required to use this template. Template Name – *The name from this field will end up appearing in the drop boxName the template in the template name field Click on the Save Data Resource button Communication Template Message drop-downs. You can copy the same name from the data resource name field above.
After filling out the required fields, click the SAVE DATA RESOURCE button.back to top |
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| title | 3. How to Edit an Email Template |
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How to 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 , Choose Providers > Search Content menus on the side. Enter either of these search criteria (Data Resource Name or Number, Purpose, Category, or Status). Click the SEARCH DATA RESOURCE button. This will return a list of Data Resources data resources / templates that meet the your searched criteria To . Image Added 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. 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 requiredtemplate that you want to edit. Image Added| Info |
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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. |
After clicking the template that you want to edit, it will open the EDIT DATA RESOURCE section of that template (sample template screenshot shown below). Edit or update the required information or fields. Refer to all the possible editable fields below (fields highlighted in RED): Image Added Purpose – You can edit the purpose of the template to (possible values): Email Template, Transition Template, Commitment Agreement, Student Review Template. Category – You can edit the category of the template to (possible values): Student, Template, Academic, General. Data Resource Name – You can edit the name here. Data – You can edit the body of the template here. Refer to the “| Status |
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| colour | Red |
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| title | merge fields |
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Within Communication Templates with Descriptions” table above under the Key Terms and Conceptssection for a list of merge fields you can add to your template. Status – You can edit the status to: Deleted, Revised Draft, etc. Permission Level – You can change the permission level, to whoever has the minimum required level access to access or view this template. Template Name – You can rename your template here.
After editing and updating the required fields, click the SAVE DATA RESOURCE button or the SAVE DATA RESOURCE AS NEW REVISION as required.back to top |
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Email Template Examples
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| title | Example 1. Commonwealth Assessment Notice (with attachment) |
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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 |
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| 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  |
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| title | Example 2. Enrolment Period (without attachment) |
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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 |
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| 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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