Email Templates

The Email Templates infeature OPSCOM allowallows administrators to customize the content and appearance of automated emails sent by the system. ByIts leveragingprimary availablepurpose is to enable the creation of dynamic, informative messages using shortcodes and a smart editor, you can create dynamic, informative, and engaging messages for various notifications, ensuring clear and consistent communication with portal users. This article is intended for OPS-COM administrators responsible for managing system communications and visual design.

Setup and Configuration

This feature is a core administrative tool used to manage outbound email content.

Admin Side: Administrators must have the appropriate system role permissions enabled to access the contents and design configuration menus. If your organization has multiple languages installed, you can click the Create button from the main template list to build localized versions of your messages.

User Side: This feature is strictly a backend administrative tool. End-users interact with the results of this configuration when they receive automated emails (e.g., password resets, appeal updates) in their personal inboxes.

Using this Feature

Administrators can use the following instructions to navigate the template list, edit default automated messages, and create custom templates for manual communications.

Editing Default Email Templates

To access and manage your default email templates:

1. Hover over System Configuration,Configuration, then Contents & Design,Design, and click Email Templates. to view the active list.

2. All

   Locate the default email templates available in the system will be displayed. 

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

Editing Default Email Templates

1. Locate thespecific template you wish to edit in the list.

2. Click the Edit button next to it.

the
3. You will be takentemplate to aopen the dedicated editor interfaceinterface.
   where
you
4. can

   Make makethe desired changes to the emailavailable template.fields and content areas.

5. Click the Save button to apply the changes.

Available

Creating Templates for Other Languages

If you have other languages installed, you can click the Create button to create templates for these languages.

Email TemplateConfiguration Fields - What do they do?

When editing an email template, youadministrators willmust configure the following fields:

• LabelLabel:: ThisEnter fielda isdescriptive howname youto willeasily identify yourthe email template within the system's list.

• TypeType:: This is aA non-adjustable value that indicates the specific purpose or system trigger for this email template (e.g., "Appeal Submitted," "Password Reset").

• LanguageLanguage:: This field contains options to selectSelect the appropriate language for the template,template typicallyif supportingyour system supports options like French or English.English.

• LayoutLayout:: This allows you to selectSelect a pre-defined layout that surrounds your message. Layouts includedictate your email header, footer, and overall styling.

  You can create or adjust email template layouts under System Configuration, then Contents & Design, and click Email Headers & Footers.

• SubjectSubject:: This isEnter the exact text that will appear as the subject line of the email message.

• HTML ContentContent:: Here you will writeWrite the main body of the message.message here. This sectionsmart editor supports rich text formatting, the insertion of images, and the use of shortcodes to create visually appealing andemails.

  dynamic emails.

• Text ContentContent:: This section isEnter a simple text editor for the message itself. It does not support shortcodes or any formatting. This plain text version isof oftenthe usedmessage. This serves as a fallback for strict email clients that do not render HTML. It does not support shortcodes or any formatting.

Using Shortcodes

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

• The shortcode tokens are typically displayed on the left side of the template editor.

• You can insert these directly into the HTML Content editor on the right side. For example, the email template for "Appealan Submitted by User"appeal 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 replacereplaces thethese shortcodeshortcodes 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,generated and arrangesent.
  your

  Creating messagesand muchUsing like a word processor.

Custom Email Templates

Administrators can create and store frequently used emails that are not tied to specific system triggers. These templates can be used to automatically populate the email body when manually drafting a message to a user.

Creating a Custom Template

1. Click the Create button.button on the main templates page.

2. Enter a descriptive name into the Label. Custom templates are assigned an internal type code beginning with custom.field.

3. Compose the message using the HTML Content and Text Content fields.

4. Click the Save. button.

Using Custom Templates in Compose Email

WhenNavigate draftingto the compose email page to draft a manual email to a user via the Compose Email page:user.

1. UseSelect your new template from the Load Template sectiondrop-down to view all available custom templates.

2. Select a templatemenu to automatically populate the email contents.

3. The Compose Email interface will highlightComplete any highlighted required fields thatin mustthe be completedinterface before you can clickclicking the Send Email button.

Tip: Unlike system-defined default templates, custom templates include a Delete button,button on their configuration page, allowing you to quickly remove them from the system when they are no longer needed.

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Best Practices &and Considerations

• Utilize Shortcodes Fully: Maximize the use of availableshortcodes: Utilize shortcodes fully to make your emails dynamic, personalized, and informative,informative. reducingAutomating data entry reduces manual effort and prevents potential errors.typographical errors in critical communications.

• ConsistentMaintain Brandingconsistent branding:: Use email layouts (configured in the Email Headers &and Footers) section to maintain consistent branding (logos, colors, contact info) across all your system-generated emails. Consistent logos, colors, and contact info create a professional appearance.

• ClearPopulate Subjectboth Linescontent sections:: 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 clearly. This providesguarantees compatibility for all email clients.clients, even those that strip out HTML formatting.

• Test Templatesall templates after editing:: After making changes to an email template, send a test email to yourself or a test accountaccount. to verifyVerify that all shortcodes are rendering correctly, the formatting isbehaves as expected, and the message is clear.

• Language-SpecificManage Templateslanguage-specific templates carefully:: If your system supports multiple languages, ensure you create and maintain separate templates for each language.

• Verify Custom Templates: When using the Load Template feature,feature for manual emails, remember that custom templates showdisplay for all users regardless of the selected language;language, so ensure the correct version is chosen.chosen before sending.