E-mail Templates

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The claims module includes features for sending e-mails.  Automated e-mails can be sent in response to various events during the claim process, and manual e-mails can be sent by users.  All sent emails are logged and tracked in the submission form.

First, an e-mail template is created.  The template can contain placeholders, which pull in data from the system and claim form when the e-mail is sent.  The template is then attached to the e-mail configuration.

Creating a New E-mail Template

  1. In the main menu, select Claims, Configuration, then E-mail Templates.  A list of all available templates is displayed.

    2. Tip: By default, only Active templates are displayed.  Clear the filter in the Status column to view all templates.

  2. Click Add.  The E-mail Template page opens.
  3. Complete the necessary information.  Fields marked with a red asterisk * are required.

    4. Culture Select a culture for the template.

    Name

    		Enter the name of the template.  This is the internal name, used to select this template in the e-mail configuration.  This name does not appear in the email or the workflow.
    Code Enter a code to uniquely identify the template internally.

    E-mail Subject

    		Enter the subject line of the e-mail.

    E-mail Body

    		Enter the body of the e-mail.

    Both the subject line and body can contain placeholders to pull in extra information when the e-mail is sent.  For more information on creating dynamically generated content, please see the E-mail Syntax section. For a list of placeholders, see the Full Placeholders List for Claims Information section.

  4. Click Save & New to save the template and clear the form to enter another template, click Save & Close to save and return to the E-mail Template List, or click Close to return to the E-mail Template List without saving the template.

    5. The Status panel is added to the page once the template has been saved.

    Active

    Marks the template as active and available for use.  If unchecked, the template remains linked to any existing e-mail configurations, but cannot be used for new configurations.

    Created By

    Identifies the date and time the template was created, and the user who created it.

    Last Modified By

    Identifies the last date and time the template was changed, and the user who made the changes.

Viewing and Modifying an E-mail Template

  1. In the main menu, select Claims, Configuration, then E-mail Templates.  A list of all available templates is displayed.

    2. Tip: By default, only Active templates are displayed.  Clear the filter in the Status column to view all templates.

  2. Click a link in the Name column to view the template details.  If there are a large number of available templates, see the Using Grids section for help on finding the appropriate template.
  3. See the section on Creating a New E-mail Template for a detailed description of the fields.  All fields may be edited, if necessary.
  4. Click Save & New to save the template and clear the form to enter a new template, click Save & Close to save and return to the E-mail Template List, or click Close to return to the E-mail Template List without saving the template.

Deactivating an E-mail Template

An e-mail template can be temporarily deactivated. This leaves it linked to any existing e-mail configurations, but prevents it from being used for new configurations.

  1. In the main menu, select Claims, Configuration, then E-mail Templates.  A list of all available templates is displayed.

    2. Tip: By default, only Active templates are displayed.  Clear the filter in the Status column to view all templates.

  2. Locate the templates to be deactivated.  If there are a large number of available templates, see the Using Grids section for help on finding the appropriate templates.
  3. Check the boxes for all templates to be deactivated.
  4. Click Deactivate, then confirm the deactivation when prompted to do so.  All selected templates are deactivated.  If the template list is still defaulted to only show active templates, they disappear from the list.

Tip: Individual templates can also be deactivated or reactivated directly through the template record.  See the section on Viewing and Modifying an E-mail Template for details.

Deleting an E-mail Template

An e-mail template can be permanently deleted.  Any e-mail configurations using the template will no longer be available for the creation of manual or automatic emails.

  1. In the main menu, select Claims, Configuration, then E-mail Templates.  A list of all available templates is displayed.

    2. Tip: By default, only Active templates are displayed.  Clear the filter in the Status column to view all templates.

  2. Click a link in the Name column to view the template details.  If there are a large number of available templates, see the Using Grids section for help on finding the appropriate template.
  3. Click Delete to delete the configuration.