This topic describes how to administer and edit email templates. Email templates provide a way of automatically injecting header and body details into emails generated in Q360.

Want to auto-send emails from various forms based on configured triggers? Check out Email Alert Templates

Before you begin

• The permission EMAILTEMPLATE controls access to the Email Template form in Maintenance > Email Template Admin
• The general code EMLTMPLTYP is used for linking email template types to live data sources and procedures, related to the various forms in the system
• Tokens are commonly used in email templates and are identified by curly brackets (i.e. {{EXAMPLE}}). This allows the system to automatically populate an email with information based on the record from where the email is being generated. For example, if you email a project progress report from a project, the corresponding template contains the token {{TITLE}}. This will insert the name of the project as it displays in the Project record Title field
• Global comments can be used to inject entire phrases and paragraphs into the email template body, ensuring that communications from your organization are consistent and correct. Global comments are managed in View > Global Comments
• See Email Template Default Address Tokens

Edit a template

This section describes how to edit existing templates. While most core email templates contain some kind of formatting out of the box , you can modify these templates based on your company’s specific needs.

To edit an email template, complete the following steps:

1. Go to Maintenance > Email Template Admin and open the template you want to edit.
2. Edit the email header details such as From, Recipients, CC, and Subject as needed.
3. Edit the body of the email by adding text, global comments, and tokens as needed.
   • To add global comments, go the the email body editor and click File > Insert Global Comment. Highlight the comment you want to insert then click Select
   • To add a token, type {{ followed by the field name and a list of options display. Select the token you want to insert and the system automatically adds the full token name.
4. Click the Save icon.

 

Add a new template

Creating a new template allows you to further customize how the template works.

To create a new email template, complete the following steps:

1. Go to Maintenance > Email Template Admin and click the Add icon.
2. In the Details tab, you can specify instructions to create more specific templates for certain customers, branches, and sites. When emailing from a record such as a call, the template with the most specific match with the above fields will be used.
   • Title – The name of the template as it appears in the Email Template form
   • Comment – A description used for administrative purposes only
   • Do Not Send – Deactivates the template
   • Template Type – Select the corresponding logic for the form. This uses the options in the EMLTMPLTYP general code.
   • Customer – Select a customer if the template is to be triggered only for a specific customer
   • Site – Select a site if the template is to be triggered only for a specific customer site
   • Company – If you have a multi-company setup, select the company in your organization for triggering the email template
   • Branch – Uses the specified branch listed in the record from where the email is being sent
   • Department – Uses the specified department listed in the record from where the email is being sent
3. Edit the email header details such as From, Recipients, CC, and Subject as needed.
4. Edit the body of the email by adding text, global comments, and tokens as needed.
   • To add global comments, go the the email body editor and click File > Insert Global Comment. Highlight the comment you want to insert then click Select
   • To add a token, type {{ followed by the field name and a list of options display. Select the one you want to insert and the system automatically adds the full token name.
5. Click the Save icon.

Popup Template Tab:

Notification bubble (at bottom right) now supports a pop up that displays to the intended user of a trigger that has been executed. The trigger condition is defined in new “Popup Template” tab on both the Email Alert Admin form and the Email Template Admin form.

• When an email template is processed, if a popup template (Maintenance > Email Alert Template > Selected Alert > Popup Template Tab) is filled in, it will send the popup notification at the same time.
• Important: Email templates that open into the “Send Email” form will NOT use popups, and when you view these templates in the maintenance form the tab will auto-hide.
• Pop up notifications will appear in the bottom right corner of the Q360 screen and must be cleared using the “x” on the notification.
• Cleared pop up notifications may be viewed in the table dbo.Notification, and another child table dbo.NotificationUser.