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Email Templates in OPS-COM allow administrators to Emailcustomize Templates

the content and appearance of automated emails sent by the system. By leveraging available shortcodes and a smart editor, you can create dynamic, informative, and engaging messages for various notifications, ensuring clear and consistent communication with users.

Using this Feature

InTo orderaccess toand findmanage your current default email templates,templates:

you
    will
  1. Hover haveover toSystem loginConfiguration, asContents an& adminDesign, and navigateclick toEmail Templates.
  2. All the default email templates available in the system configwill cog.be Fromdisplayed. this
    3. drop-down
menu, you should see

The Email ContentTemplates.
interface allows you to edit existing templates, utilize dynamic shortcodes, and configure various fields to tailor your messages.

image.png

Editing Default Email Templates

    To

  1. Locate the template you wish to edit in the defaultlist.
    2. email templates, you can click
  2. Click the Edit button next to theit.
    3. template you wish to adjust. After you click this, you
  3. You will be taken to anothera areadedicated editor interface where you can make your changes to the current email template.

image.png

UsingCreating ShortcodesTemplates for Other Languages

EachIf email template willyou have availableother shortcodeslanguages thatinstalled, you can useclick the Create button to craftcreate your message to your liking. The shortcode tokens are displayed on the left of the template editor. As you can see in the image below, the email templatetemplates for Appealthese Submitted by User offers the ability to craft messages without knowing when the ticket was appealed, as well as the ticket being appealed. This offers you a very quick and seamless way to make your email templates more engaging and informative. 
languages.

image.png

You should be able to use these codes in the smart editor to the right and it will display the appropriate information to the desired user. The smart editor also gives you the ability to add images and format your messages. 

Email Template Fields - What do they do?

When editing an email template, you will configure the following fields:

  • Label:
    • thesystem'slist.
  • Type:
    • (e.g.,"AppealSubmitted,":
  • Subject:
    • : clear.
  • Language-Specific
    • Templates:
    Label
    The labelThis field is how you will identify your email templates.template
    within
    Type
    The typeThis is ana nonadjustablenon-adjustable value that lets you knowindicates the typespecific ofpurpose theor trigger for this email template.
    template
    "Password Reset").
  • Language
    		•
    This field contains twooptions to select the language for the template, typically supporting options thatlike allowFrench or English.
  • Layout: This allows you to select betweena French or English. 
    • Layout
    Select thepre-defined layout that surrounds your messaging,message. this allows you to have multiple different layouts for different email templates. These layoutsLayouts include your email header, footer, and itsoverall styling. You can create or adjust email template layouts under System ConfigConfiguration, →Contents & Design, Email Headers & Footers.Footers
    .
    Subject
    This is the text that will appear as the subject line of the message you wish to send under the current email template.message.
  • HTML Content
    		•
    Here you will write the messagemain yourbody usersof willthe receive.message. YouThis cansection insertsupports rich text formatting, the insertion of images, shortcodes,and the use of shortcodes to create visually appealing and usedynamic theemails. smart editor, to format your messages just like other word processors. 
  • Text Content:
    • This section is a simple text editor thatfor the message itself. It does not offer the use ofsupport shortcodes or any formatting. This plain text version is simplyoften used as a fallback for email clients that do not render HTML.
    Using Shortcodes

    Each email template has a set of available shortcodes that you can use to dynamically insert specific information into your message.

    image.png

    • The shortcode tokens are typically displayed on the left side of the template editor.
    • For example, the email template for "Appeal Submitted by User" might offer shortcodes to automatically include details like [ticket_appealed_date] or [ticket_number], allowing you to craft messages without manually knowing these specifics.
    • You can insert these shortcodes into the smart editor on the right side. The system will automatically replace the shortcode with the appropriate information when the email is sent to the desired user.
    • The smart editor also provides formatting capabilities, allowing you to add images, format text, and arrange your messages much like a word processor.

    Best Practices & Considerations

    • Utilize Shortcodes Fully: Maximize the use of available shortcodes to make your emails dynamic, personalized, and informative, reducing manual effort and potential errors.
    • Consistent Branding: Use email layouts (Email Headers & Footers) to maintain consistent branding (logos, colors, contact info) across all your system-generated emails.
    • Clear Subject Lines: Craft clear and concise subject lines so users can immediately understand the purpose of the email.
    • Review Both HTML and Text Content: Always ensure both the HTML Content and Text Content sections are populated and convey the message itselfclearly. This provides compatibility for all email clients.
    • Test Templates: After making changes to an email template, send a test email to yourself or a test account to verify that all shortcodes are rendering correctly, formatting is as expected, and notthe necessarilymessage theis
    If your system supports multiple languages, ensure you create and maintain separate templates for each language.
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