Overview

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

Complexity MEDIUM

Navigation

Workflow

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.

Key Terms and Concepts

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.

MERGE FIELDS Within Communication Templates with Descriptions

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

FORM 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

Implications

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

1. How to Search for Communication Module Template

1. How to SEARCH for a Communication Module Template

1, 2 Choose Providers > Search Content menus on the side.

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

4 Click the SEARCH DATA RESOURCE button. This will return a list of data resources / templates that meet your searched criteria.

5 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.

6 Click the blue hyperlink on the left side of the template that you want to view.

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.

7 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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2. How to Add / Create an Email Template

2. How to ADD or CREATE 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
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

3. How to Edit an Email Template

3. How to EDIT 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
This will return a list of Data Resources / templates that meet the searched criteria
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.
Click on the blue hyper link 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

Email Template Examples

Example 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

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

Example 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

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