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Email Templates

Overview

Email Templates are pre-defined formats for emails sent from within the CAG Database. They are primarily used for email notifications resulting from actions, for example when a group is accepted to join a project.

As a project administrator, you can customise the system-defined email templates for your project. If you do not customise them, the system-defined templates will be used by default.

Understanding Email Template Fields

Name
 Description Input type Requirement Type
Template Type The type of email template. System-defined templates are pre-set by the system and cannot be deleted. Project-defined templates are created within specific projects and can override system-defined templates for that project. select required
Subject The subject line of the email template. text required
Body The main content of the email template. rich text required

How to Edit an Email Template

  1. Navigate to the Email Templates section within the project.
  2. Locate the template you wish to edit in the Email Templates Table.
  3. Press the button in the Actions column, which will open a menu.
  4. Press the "Edit" option to open the Edit Email Template pop-up.
  5. Update the template information as needed:
    • Subject: Modify the subject line of the email template.
    • Body: Edit the main content of the email template using the rich text editor.
  6. Press the "Save" button to apply the changes.

Deleting a Project-Defined Email Template

If you have created a project-defined email template and wish to delete it, follow the steps below:

  1. Navigate to the Email Templates section within the project.
  2. Locate the project-defined template you wish to delete in the Email Templates Table.
  3. Press the button in the Actions column, which will open a menu.
  4. Press the "Delete" option, which will open a confirmation pop-up.
  5. Press "Yes, I'm sure" to confirm the deletion or choose "No, cancel" to stop the template from being deleted.

Template Variables

When editing email templates, you can use template variables to dynamically insert specific information into the email content. These variables are placeholders that will be replaced with actual data when the email is sent.

The available template variables depend on the type of email template you are editing.

Below is a table containing the template type and the corresponding available template variables:

Template Type Available Variable Description
CriteriaMet & CriteriaNotMet {{Project}} The name of the project sending the email.
CriteriaMet & CriteriaNotMet {{RecipientName}} The name of the email recipient from the email form submission.
CriteriaMet & CriteriaNotMet {{SenderName}} The name of the sender (automatic - the user who submitted the email form).
CriteriaMet & CriteriaNotMet {{SenderEmail}} The email address of the sender (automatic - the user who submitted the email form).
CriteriaMet {{SignUpLink}} A link for the recipient to sign up to the project.