Service: Email Templates

How to get there: Admin | Service | Email Templates

Main Email Template Screen

From this tab, the user is able to configure email templates that are used in the Service Delivery module to support messaging to escalation groups during the different phases of an incident, tour or audit life cycle e.g. when started, in progress, completed or cancelled.

Note: These templates cannot be used for other messaging related functionality and vice-versa. The templates only work with Service Delivery related messaging in Timegate Web.

Screen Layout and Fields

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Name

Name of the template

Subject

Subject of the template

User

Name of the user who created the email template

Last Updated

Date that the template was last modified

Screen Actions

+Add

Select to create a new template

Search
(button and text box)

Enter a search criteria in the text box and then press the search button to find template of choice. This is particularly useful when your system has lots of templates configured.

Email template

Select the template to see it’s content and edit it

Editing an Email Template

When an email template has been selected, or +Add is selected from within Admin | Service | Email Templates, the email template can be edited and saved.

Screen Layout and Fields

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Type

Select email template type - either any, incident or tour depending upon the purpose of the email template being created

Name

Name of the email template

Subject

Subject that will be displayed when the email is sent

Body of email

Contents of the email which is being sent

Screen Actions

Save

Save the changes made to the email template

Back

Return to Admin | Service | Email Templates

Type

Select the type of template

  • Audit Complete

  • Audit Missed

  • Audit Form Passed

  • Audit Form Failed

  • Incident

  • Tour Complete

  • Tour Missed

  • Tour Form Passed

  • Tour Form Failed

Merge Fields and Insert

When choosing to use Merge Fields to customise messages in templates, in the Body of email select where the Merge Field is to be inserted. Select the Merge Field from the drop-down list and then select Insert. The following self-explanatory Merge Fields are available for use in email templates:

  • Available Duty URL

  • Audit Duration

  • Audit End Date

  • Audit End Time

  • Audit Expected Duration

  • Audit Form Name

  • Audit Locations Failed

  • Audit Locations Missed

  • Audit Locations Total

  • Audit Locations Visited

  • Audit Name

  • Audit Start Date

  • Audit Start Time

  • Audit Status

  • Audit URL

  • Contact/User Name

  • Duration

  • Duty Start Time

  • Duty Finish Time

  • Duty Start Date

  • Duty Finish Date

  • Duty ID

  • Employee Name

  • Form Pass Mark

  • Form Score

  • Incident Status

  • Incident Title

  • Incident Type

  • Incident Status

  • Incident URL (links to a page containing a static, read only version of the incident)

  • Pay Level Code

  • PIN

  • Post Name/Label

  • SIN

  • Site Name

  • Tour Duration

  • Tour Start Time

  • Tour End Time

  • Tour Expected Duration

  • Tour Form Name

  • Tour Locations Failed

  • Tour Locations Missed

  • Tour Locations Total

  • Tour Locations Visisted

  • Tour Name

  • Tour Start Date

  • Tour Start Time

  • Tour Status

  • Tour URL

  • Tour Form Score

  • Tour Form Pass Mark

Body of email

Within this section the user can enter their email template text and format it using the various style tools and the merge fields. This work in the same intuitive way as most modern word-processors/online text editors.

Source

Select to view the email template HTML, rather than from a recipient’s WYSIWYG (What You See Is What You Get) view

Link

Allow the addition of a URL into the email template, via a pop up dialog box