Managing Email Templates

The system includes features for sending emails.  Automated emails can be sent at various stages of the submission process, and manual emails can be sent by users.  All logged and tracked in the submission form.

First, an email template is created.  The template can contain placeholders, which pull in data from the system and submission form when the email is sent.  The template is then attached to the manual and automated email settings in the master cover.

Creating a New Email Template

1. In the main menu, select Product Design, then select Email Templates.  A list of all available templates is displayed.



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

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



Name	Enter the name of the template.  This is the internal name, used to select this template in the master cover.  This name does not appear on the form itself.
Line of Business	Select a Line of Business from the list of industry presets, or select All to make the template available to all lines.
Product	Select an available product, or select All to make the template available to all products.
Email Subject	Enter the subject line of the email.
E-mail Body	Enter the main body of the email.

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

4. Click Add to save the template but remain on the page, click Add & Close to save the template and return to the template list, or click Close to return to the template list without saving the template.

Viewing and Modifying an Email Template

1. In the main menu, select Product Design, then select Email Templates.  A list of all available templates is displayed.



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 Email Template for a detailed description of the fields.  All fields may be edited, if necessary.



Active	Marks the template as active and available for use.  If unchecked, the template remains linked to any master covers, but cannot be used for new master covers.
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.

4. Click Save to save any changes and remain on the page, click Save & Close to save and return to the template list, or click Close to return to the template list without saving any changes.

Deactivating an Email Template

Once created, a template cannot be deleted.  It can be deactivated, which leaves it linked to any existing products, but prevents it from being used for new products.

1. In the main menu, select Product Design, then select Email Templates.  A list of all available templates is displayed.



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

2. Locate the template or 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 Email Template for details.