View source for Creating Message Templates

=Using Message Templates=

Message templates are used in a number of areas in [[SmartSimple]].

These templates contain static text and “variables” that are replaced when the e-mail (or quick message) is sent with the actual values.

For example, the variable '''@firstname@''' would be replaced with the actual first name of the intended recipient of the e-mail.

These variables can be used in any of the following message types:
* Messages associated with steps defined in a business process.
* Messages created within the E-mail Broadcast [[Application|application]].
* “Standard messages” used to welcome new [[User|users]] or re-send a forgotten [[Password|password]].

When creating these types of messages you need to remember the following rules:
* Note that all variables are lowercase and case sensitive.
* If the wrong case is used, then the name of the variable will be displayed rather than the value.
* If the word -empty- is displayed, then the value of that variable does not exist for that person.

=Message Template Examples=

===New User Template===

The following message template is used when a new [[User|user]] is set up, or groups of [[User|users]] are imported to [[SmartSimple]]. 

[[Image:Vis12.png]]

* @firstname@, @lastname@, @sendermail@, @username@ are recipient variables.
* @Senderfirstname@,  @senderlastname@, @senderphone@, @senderemail@ are sender variables.
* @rootorganisationname@ is the name of the main organisation.
* @url@ is the web address including the [[Alias|alias]] of the organisation.
* Note the @password@ variable can only be used in the system e-mail such as the new [[User|user]] e-mail.

===Request Password Template===

The following e-mail is triggered when the [[User|user]] requests a new [[Password|password]]:

[[Image:Vis13.png]]

* In addition to recipient and sender variables, this template uses '''Global Administrator Variables''', @useradmin@, @useradminphone@ and @useradminemail@ (see below)

=Variables=

===Intended Recipient Variables===

The following variables can be used to reference the intended recipient.

* '''@firstname@''' - First name.
* '''@lastname@''' - Last name.
* '''@username@''' - Full login name.
* '''@title@''' - Title.
* '''@e-mail@''' - E-mail.
* '''@phone@''' - Phone number.
* '''@roles@''' - Organisation defined [[Role|roles]] separated by commas.
* '''@password@''' - [[Password]] of intended recipient. This variable can only be used in the '''new user''' or '''request password''' templates.
* '''@rootorganisationname@''' - Name of root organisation.
* '''@organisationname@''' - Name of organisation.
* '''@useradmin@''' - The name of the [[User|user]] [[Administrator|administrator]] for the recipient. This could be the {{GUA}} or a {{LUA}}, depending on the position of the recipient in the [[Hierarchy|hierarchy]].
::Note: if there are multiple local/global administrators in that position in the hierarchy the system will use the details of the first administrator found.
* '''@useradminphone@''' - Phone number of [[User|user]] [[Administrator|administrator]].
* '''@useradminemail@''' - E-mail address of [[User|user]] [[Administrator|administrator]].

* '''@#customfieldid#@''' - the value of a custom field.

===Sender Variables===

These variables reference the sender of the message. When the message is automatically generated by the [[Workflow|workflow]], these values are derived from the person that triggers that message.

These variables also represent the details of the person that initiated the current [[Workflow|workflow]] step.

* '''@senderfirstname@''' - First name of the sender.
* '''@senderlastname@''' - Last name of the sender.
* '''@senderusername@''' - Full login/e-mail address of the sender.
* '''@senderorganisation@''' - Name of sender organisation.
* '''@senderemail@''' - E-mail of sender.
* '''@senderphone@''' - Phone number of sender.
* '''@sendertitle@''' - Title of sender.
* '''@senderusertype@''' - User type of sender.

* '''@#customfieldid#@''' - the value of a custom field.

===Workflow Specific Variables===

The following variables can only be used in messages associated with [[Workflow|workflows]]:

* '''@objectname@''' - Name of the object in the [[Workflow|workflow]]. This could be a file name, [[User|user]] name, organisation name, or an [[application|application]] name.
* '''@originatorname@''' - The name of the person that originated the [[Workflow|workflow]].  For example, this value could be the person that added a file to a [[Workflow|workflow]], enabled [[Smart Folder]], or the name of a person that created a new person record.
* '''@originatoremail@'''- E-mail address of originator.
* '''@originatorphone@''' - Phone number of originator.

===General Variables===

* '''@url@''' - The [[URL]] to the organisation [[Alias|alias]] for [[SmartSimple]]. For example:  '''XXX.smartsimple.com''' – where '''XXX''' is the [[Alias|alias]] created by that organisation, using the '''Organisation Settings''' page.  If you wish to display the [[URL]] as a link you should type: '''HTTP://''' in front of the reference in the quick message or e-mail template. For example: '''HTTP:// @url@'''
* '''@now@''' - Current date and time if format selected by the [[User|user]] in their [[Personal Settings|personal settings]] –long date format.
* '''@parentlist@'''-  The full [[SmartSimple]] path to the object.

[[Category:System Management]][[Category:Variables]]