Enables you to create standard text for emails you send via the Email button on the ResourceLink menu bar or for web emails sent automatically by the system. The standard text can contain fields that automatically extract the appropriate data for a selected employee, member, applicant, candidate or tutor.

To access this screen, enter fast path HR030S1.

If required, you can specify who can send and who should be sent emails generated via a template.

Before you can send an email via an email message template:

• The template must be linked to the tasks you want to trigger emails. If a standard letter is to be attached to emails, the letter must be linked to the template. You can link templates to tasks, and letters to templates, via the Maintain Tasks option.
• The Email button must have been added to the menu bar for the required screens. The button is enabled by a Zellis consultant in normal circumstances.

Selection

Message ID

Enter the ID of the email message template that you want to maintain, or select one from the drop-down list.

If the email message template does not exist, a prompt is displayed allowing you to create the new template.

Detail

Type

Enter R or W to indicate whether the template relates to ResourceLink or MyView.

Dictionary

Enter the ID of the required human object dictionary, or select one from the drop-down list. The options are set up in the EMLOBJ narrative category. If you enter W in the Type field, this field defaults to W (Web Objects), and cannot be changed.

Language

This field is only displayed if the multi-lingual functionality is switched on. Enter the code of the second language required in the bilingual email, or select one from the drop-down list. The first language is always English.

Note: The following fields entries are used as defaults in Maintain Task Emails.

Post

Enter the ID of the default recipient post, or select one by clicking window to display Post Selection.

Operator

Enter the ID of the default recipient operator, or select one by clicking window to display Operator Selection.

Team

Enter the ID of the default recipient interview team, or select one by clicking window to display Interview Team Selection.

User Group

Enter the ID of the default recipient user group, or select one from the drop-down list.

Recip. Window

Click window to display Multiple Email Recipients, where you can enter email addresses of up to five default recipients. The email addresses listed in the selection window are set up via Personal Detail or Operator Detail.

Selected

Enter Y if the recipient of the email is the person selected in the above field.

Case Type

This field is only displayed if Case Management is licensed. Click window to display Maintain Email Case Types, where you can select the case types that are permitted to use this email template. Alternatively, you can use the following check box to select all case types.

All

This check box is only displayed if Case Management is licensed. Select this check box to make this email template available to all case types.

Letter Code

Enter the ID of the default letter code to use or select one by clicking window to display Select Standard Letter.

Version

Defaults to the version of the letter selected above. You can enter a different version of the letter, if required.

Content Type

Select the content type of the Email template. If TEXT is selected, the Message Text field is used to define the email template. If HTML is selected, the HTML Email button will be activated to allow you to enter HTML to define the email.

Retain Sent

Select this check box to allow ResourceLink to retain extra information on the sent email. The subject, source (event or task) and body text of the email will be retained in addition to the normal information. When this option is selected, you can view the employee email history in the Email History screen, or the Maintain Email History screen.

Message

Subject

Enter the text you want to appear as the subject of the email.

Message Text

Enter the text you want to appear as the email message.

Variable fields can be inserted into the message. When you send an email using the template, ResourceLink extracts the relevant information from the database for each recipient. For example, you can extract the relevant addressee details, such as title and name.

• To insert a field - enter its name in upper case enclosed by <>, for example, <SURNAME>. Field names should already be set up in Email Variable Mapping, but you can enter a new field name here and then set up the field in Email Variable Mapping. If you create a new field, the system suggests new field names in the order in which they appear in the message text.
• To insert a new paragraph into the message - press SHIFT + ENTER.

Note: There is a hard limit of 2000 characters for the body of the email message after any population of variable fields. Any characters after the 2000 limit will not be included in the sent email.

Button

Variable Mapping

Click this button to display Email Variable Mapping, where you can maintain which field inserts are included in the email.

HTML Email

Click this button to display Maintain Notes, where you can maintain the HTML used to define the email template.

MD030S1