Quercus 8.0.2. Control Centre User’s Guide<>

Setting up email templates

What is an email template?

An email template is a template which is used to automatically generate an email in response to a user-generated or system-generated event. For example:

Dear Alison,
Thank you for your payment!
We have received your course fee of €250 for the Introduction to Music Theory course.
You are now registered on the course.
Please follow the link below to download your welcome pack and course information.
www.hanbury.edu/music/welcome/
With regards,
Jan Fischer (Registrar)

The template contains a mixture of standard phrases interspersed with tags. The standard phrases form the text that is the same for each communication, for example ‘Thank you for your payment’. The tags signify text that will be replaced, for example the course name. The tags are used by the system to retrieve the appropriate text from the database.

In the previous example we can highlight the words that would be entered as tags in the template as follows:

Dear Alison,
Thank you for your payment!
We have received your course fee of €250 for the Introduction to Music Theory course.
You are now registered on the course.
Please follow the link below to download your welcome pack and course information.
www.hanbury.edu/music/welcome/
With regards,
Jan Fischer (Registrar)

Creating a email template

You create templates by using the online word-processor to type in the standard text and selecting tags from a list where appropriate. So the our example would look like this if you were creating the template:

The tags begin and end with # characters. They are selected by clicking on a list that appears in the right-hand menu.

To set up an email template

1Choose Settings in the service menu.

2Click the Email Templates graphic.

A list of existing email templates opens.

3Click the Create button.

The email template editing screen opens.

4Give the template a template code and description. These will appear in template listings and will allow you to identify the template.

5Complete the From Address and Subject fields. These fields determine how the email will appear in the user’s inbox (see below). The Description field allows you to identify the template in the list of template variants (see Creating variations for specific courses). If it is the first template of a new type then ‘Default’ is a good choice here.

Note that the From Address defaults to the entry in the EMAIL_FROM_ADDRESS parameter. You can override this if you wish for a specific course instance.

5Create the template email by mixing standard phrases and tags. The available tags are listed to the right of the editing area.

To insert a tag, place your cursor at the point where the tag should appear in the editing area and click the appropriate tag on the right.

6When you have completed the email, click Create.

The email template is saved and can now be associated with a workflow action (see Setting up workflow).

Note: the email you have created becomes the default email for the template you set up. This will be sent out at the appropriate workflow step to all courses associated with the template unless you have created a variation for a specific course (see below).

Triggering when the email is sent

When you have set up a email template you can associate with an event in the workflow — in the example below the template will generate a letter whenever a student’s course application status changes from Validated to Registered.

Creating variations for specific courses

You can create variations on the default email that will be sent out only to specific courses or course instances.

You do this by creating a completely new template for a specific instance or by copying the original default email and then editing the wording of the copy. You then associate the template with a particular course.

To create a variation on the default email for a specific course

1Locate the email template for which you want to create a variation.

2Click the edit button.

A list screen opens. Any existing variations will be shown in the list. In the example below no variations are currently set up.

3Click the copy button next to the default template if you want to use the default template as a basis for the variation. If you want to create a completely new template, click the Create button in the header area above the list.

The editor opens containing the text of the original email. In addition there are fields above the editor which allow you to select the course to which the variation will apply.

4Create the variation and select the course to which it will apply.

5Change the Description shown in the Description field.

6Click the Copy button.

The variation now appears in the list of templates.

7Assuming that the template is associated with the appropriate action in the workflow (see Setting up workflow, P.34) …

… then, when a student’s registration is confirmed, he or she will receive the default email unless the student has registered for the course associated with the variation — in which case he or she will receive an email based on the variation.

Preventing an email being sent

You can prevent an email being sent to specific courses. To do this follow the To create a variation on the default email for a specific course procedure (above) and, instead of creating a variation email, uncheck the Send Email button at step 4.

The default email will NOT then be sent out at the point where it would normally be triggered.