Difference between revisions of "Welcome Message Templates"

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Complete the following fields for the new template:
 
Complete the following fields for the new template:
  
−
* Template Name: A short description of the email (this will display in the Message Templates List)
+
* '''Template Name''': A short description of the email (this will display in the Message Templates List)
−
* Subject: Subject line for the email
+
* '''Subject''': Subject line for the email
−
* Message: Text of the email, written in html
+
* '''Message''': Text of the email, written in html
−
* From Address: The sending email address
+
* '''From Address''': The sending email address, the domain must be allowed in sendgrid
−
* To: Email address(es) to receive the email. Separate multiple addresses with commas.
+
* '''To''': Email address(es) to receive the email. Separate multiple addresses with commas. Using $email in To field will send email to intended users.
−
Note: This email address should be an existing one to ensure the user will receive and see the message, often a personal email address.  
+
* '''CC''': Optional email address(es) to individuals or teams who should be notified of the new user's addition to Cloudwork, for example the support person at the school or the parent for a new student account. Separate multiple addresses with commas.
−
* CC: Optional email address(es) to individuals or teams who should be notified of the new user's addition to Cloudwork, for example the support person at the school or the parent for a new student account. Separate multiple addresses with commas.
 
  
 
Click '''Submit''' to create the new template.
 
Click '''Submit''' to create the new template.
 +
 +
====Notes====
 +
* '''The To field should be filled with $email, rather than someone's actual email'''.
 +
* '''If someone's actual email is used in the To field, every time you try to send a welcome message it will go the email address in the To field rather than to intended user'''.
 +
* The To field will only send the Welcome Message to the email address(es) in that field. No other email address will receive the email.
 +
* If multiple email addresses are entered into the To field, when the email is sent through, the only email address the recipient will see is their own email address.
 +
* The To field can customise the layout of the email clients To field. By having <pre> $first_name $last_name <$email> </pre> in the Welcome Message To field, when the Welcome Message is sent, the email client will display the email was sent to <pre> test example <example@email.com> </pre>
 +
 +
* The email address in the To field, should be an existing one to ensure the user will receive and see the message, often a personal email address.
 +
 +
 +
*You can also use any extra attributes your users might have, such as $salutation. Please note that a formatting option that does not match the above list or a user's custom attributes will be left in your email unchanged
  
 
This is an example of the form for writing a Welcome Email template.
 
This is an example of the form for writing a Welcome Email template.
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Studentnet is working to develop additional options for automating Welcome Emails to users. If you wish to contact Studentnet to discuss your requirements, contact support@studentnet.net
 
Studentnet is working to develop additional options for automating Welcome Emails to users. If you wish to contact Studentnet to discuss your requirements, contact support@studentnet.net
  
−
Here are some pre-made HTML templates for any message template, these templates can be used when sending welcome messages to new users.
 
−
 
−
 
−
====Notes====
 
−
* The To field will only send the Welcome Message to the email address(es) in that field. No other email address will receive the email.
 
−
* If multiple email addresses are entered into the To field, when the email is sent through, the only email address the recipient will see is their own email address.
 
−
* The To field can customise the layout of the email clients To field. By having <pre> $first_name $last_name <$email> </pre> in the Welcome Message To field, when the Welcome Message is sent, the email client will display the email was sent to <pre> test example <example@email.com> </pre>
 
−
* The To field should be filled with $email, rather than someone's actual email.
 
−
* If someone's actual email is used in the To field, every time you try to send a welcome message it will go the email address in to field rather than to intended user.
 
−
 
−
*You can also use any extra attributes your users might have, such as $salutation. Please note that a formatting option that does not match the above list or a user's custom attributes will be left in your email unchanged
 
  
 
==Example Welcome Message Templates==
 
==Example Welcome Message Templates==
 +
Here are some pre-made HTML templates for any message template, these templates can be used when sending welcome messages to new users.
  
 
Below are example Welcome Message Templates
 
Below are example Welcome Message Templates
Line 291: Line 292:
  
 
</div></div>
 
</div></div>
 +
 +
==FAQ==
 +
{| class="wikitable"
 +
|+ FAQ
 +
|-
 +
! Question !!Answer
 +
|-
 +
| Why are Welcome Messages not being sent||
 +
*This could be a mistake in the Welcome Message Template, if you go back to your Welcome Message Template and in the To Field, are using someone's email or using $email? If you are using someone's email, then Welcome Messages will be sent to that someone's email not the intended user. <br>
 +
|}
  
 
[[Category: Cloudwork Dashboard]]
 
[[Category: Cloudwork Dashboard]]

Latest revision as of 01:03, 28 November 2023

Welcome Email template

This Message template can be used to send welcome messages to new users.

You can use these standard variables in any field of the Welcome Email template:

  • $user_name: The new user's username.
  • $email: The new user's email address.
  • $first_name: The new user's first name.
  • $last_name: The new user's last name.
  • $password_reset_link: A link to start the Password Recovery process.
  • $change_password_link: A unique link for this user to immediately change their password.
  • $recovery_email: The new user's recovery email address.
  • $recovery_phone: The new user's recovery phone number.

Complete the following fields for the new template:

  • Template Name: A short description of the email (this will display in the Message Templates List)
  • Subject: Subject line for the email
  • Message: Text of the email, written in html
  • From Address: The sending email address, the domain must be allowed in sendgrid
  • To: Email address(es) to receive the email. Separate multiple addresses with commas. Using $email in To field will send email to intended users.
  • CC: Optional email address(es) to individuals or teams who should be notified of the new user's addition to Cloudwork, for example the support person at the school or the parent for a new student account. Separate multiple addresses with commas.

Click Submit to create the new template.

Notes

  • The To field should be filled with $email, rather than someone's actual email.
  • If someone's actual email is used in the To field, every time you try to send a welcome message it will go the email address in the To field rather than to intended user.
  • The To field will only send the Welcome Message to the email address(es) in that field. No other email address will receive the email.
  • If multiple email addresses are entered into the To field, when the email is sent through, the only email address the recipient will see is their own email address.
  • The To field can customise the layout of the email clients To field. By having 
     $first_name $last_name <$email>
    in the Welcome Message To field, when the Welcome Message is sent, the email client will display the email was sent to 
     test example <example@email.com>
  • The email address in the To field, should be an existing one to ensure the user will receive and see the message, often a personal email address.


  • You can also use any extra attributes your users might have, such as $salutation. Please note that a formatting option that does not match the above list or a user's custom attributes will be left in your email unchanged

This is an example of the form for writing a Welcome Email template.

Welcome email.png

Sending of Welcome Messages

Welcome Messages can either be sent Automatically or Manually.

Manually

Sending a Welcome Message to a user individually

  • A Welcome Email can be initiated from the User's detail screen.

Sendwelcomeexample.PNG


1. Select Users from the Cloudwork dashboard menu, then select the user from the Users List to display their details.

2. Click the Send Welcome Message button near the top of the screen.

3. Select the Welcome Message template you want, then click Submit to initiate the send.

Bulk Send Welcome Message

  1. After creating a Welcome Message Template, you will be brought back to Message Template List.
  2. Click on the Welcome Message Template you just created.
  3. Click Send
  4. From here you can filter out users based on rules you create.
  5. Select should the filter include Suspended users with the checkbox labelled Include Suspended Users
  6. Once you have created your filter click continue
  7. The next page will display the users that match your filter, these users will be sent the Welcome Message. If these users are not the expected users click cancel to return to the filtering process.
  8. If the users shown are the intended users for receiving the Welcome Message, and you wish that further welcome messages not be sent to the users tick the checkbox labelled Mark user as having Welcome Message already been sent
  9. Click Continue to send the Welcome Message.

Automatically

Automatic Welcome Messages

  • A Welcome Email can be initiated from a sync profile run. When you tick the Send Welcome Message box under Advanced Settings this will send every new user that is added with the sync profile a welcome message.

Welcomemessagetick.png

Important: Adding new users to Cloudwork may involve more than one synchronisation. For example, a user may be added during an Active Directory synchronisation and then additional information about the user comes from a different sync run. If you want to initiate Welcome Emails from a sync run, ensure that it is the later sync run that initiates the emails so that all user details required to populate the email are in Cloudwork.

1. Select Sync Profiles from the Cloudwork dashboard menu, then select the profile from the Sync Profile List.

2. In Advanced Settings there are two fields: Send Welcome Messages and Welcome Message Template. Edit these as needed to specify initiation of a welcome email when a sync run adds new users. Sendwelcomesync.PNG

Studentnet is working to develop additional options for automating Welcome Emails to users. If you wish to contact Studentnet to discuss your requirements, contact support@studentnet.net


Example Welcome Message Templates

Here are some pre-made HTML templates for any message template, these templates can be used when sending welcome messages to new users.

Below are example Welcome Message Templates

Basic Templates

The Basic Template is for people who have little to no HTML experience and leaves room for much more customisation.

Basic Template 1
<p><img style="display: block; margin-left: auto; margin-right: auto;" src="Add Image Here" /> Banner for your school </p>
<h1> Welcome to Example School </h1>
<p> Dear $first_name,
<p> Here is the example page <p>

<h2>Instructions</h2>

<p>Your username will be your email address, which is: </p>
<p style="text-align:center">$email</p>
<p>Follow the link below to automatically set a password:</p>
<p>$change_password_link</p>

<p>Once you have set your password you can login here: (link)<p>

<p><img style="display: block; margin-left: auto; margin-right: auto;" src="Add Image Here" />Footer</p>

Advanced Templates

The Advanced Template is for people who have some HTML experience or someone wanting something that is a bit more pre-customised, there is still room for more customisation

Advanced Template 1
<!doctype html>
<html>
  <head>
    <meta name="viewport" content="width=device-width">
    <meta http-equiv="Content-Type" content="text/html; charset=UTF-8">
    <title>{% block head_title %}Alert{% endblock %}</title>
    <style>
    /* -------------------------------------
        INLINED WITH htmlemail.io/inline
    ------------------------------------- */
    /* -------------------------------------
        RESPONSIVE AND MOBILE FRIENDLY STYLES
    ------------------------------------- */
    @media only screen and (max-width: 620px) {
      table[class=body] h1 {
        font-size: 28px !important;
        margin-bottom: 10px !important;
      }
      table[class=body] p,
            table[class=body] ul,
            table[class=body] ol,
            table[class=body] td,
            table[class=body] span,
            table[class=body] a {
        font-size: 16px !important;
      }
      table[class=body] .wrapper,
            table[class=body] .article {
        padding: 10px !important;
      }
      table[class=body] .content {
        padding: 0 !important;
      }
      table[class=body] .container {
        padding: 0 !important;
        width: 100% !important;
      }
      table[class=body] .main {
        border-left-width: 0 !important;
        border-radius: 0 !important;
        border-right-width: 0 !important;
      }
      table[class=body] .btn table {
        width: 100% !important;
      }
      table[class=body] .btn a {
        width: 100% !important;
      }
      table[class=body] .img-responsive {
        height: auto !important;
        max-width: 100% !important;
        width: auto !important;
      }
    }

    /* -------------------------------------
        PRESERVE THESE STYLES IN THE HEAD
    ------------------------------------- */
    @media all {
      .ExternalClass {
        width: 100%;
      }
      .ExternalClass,
            .ExternalClass p,
            .ExternalClass span,
            .ExternalClass font,
            .ExternalClass td,
            .ExternalClass div {
        line-height: 100%;
      }
      .apple-link a {
        color: inherit !important;
        font-family: inherit !important;
        font-size: inherit !important;
        font-weight: inherit !important;
        line-height: inherit !important;
        text-decoration: none !important;
      }
      #MessageViewBody a {
        color: inherit;
        text-decoration: none;
        font-size: inherit;
        font-family: inherit;
        font-weight: inherit;
        line-height: inherit;
      }
      .btn-primary table td:hover {
        background-color: #34495e !important;
      }
      .btn-primary a:hover {
        background-color: #34495e !important;
        border-color: #34495e !important;
      }
    }
    </style>
  </head>
  <body class="" style="background-color: #f6f6f6; font-family: sans-serif; -webkit-font-smoothing: antialiased; font-size: 14px; line-height: 1.4; margin: 0; padding: 0; -ms-text-size-adjust: 100%; -webkit-text-size-adjust: 100%;">
    <table border="0" cellpadding="0" cellspacing="0" class="body" style="border-collapse: separate; mso-table-lspace: 0pt; mso-table-rspace: 0pt; width: 100%; background-color: #f6f6f6;">
      <tr>
        <td style="font-family: sans-serif; font-size: 14px; vertical-align: top;"> </td>
        <td class="container" style="font-family: sans-serif; font-size: 14px; vertical-align: top; display: block; Margin: 0 auto; max-width: 580px; padding: 10px; width: 580px;">
          <div class="content" style="box-sizing: border-box; display: block; Margin: 0 auto; max-width: 580px; padding: 10px;">

            <!-- START CENTERED WHITE CONTAINER -->
            <span class="preheader" style="color: transparent; display: none; height: 0; max-height: 0; max-width: 0; opacity: 0; overflow: hidden; mso-hide: all; visibility: hidden; width: 0;">Your Welcome Message</span>
            <table class="main" style="border-collapse: separate; mso-table-lspace: 0pt; mso-table-rspace: 0pt; width: 100%; background: #ffffff; border-radius: 3px;">

              <!-- START MAIN CONTENT AREA -->
              <tr>
                <td class="wrapper" style="font-family: sans-serif; font-size: 14px; vertical-align: top; box-sizing: border-box; padding: 20px;">
                  <table border="0" cellpadding="0" cellspacing="0" style="border-collapse: separate; mso-table-lspace: 0pt; mso-table-rspace: 0pt; width: 100%;">
                    <tr>
                      <td style="font-family: sans-serif; font-size: 14px; vertical-align: top;">
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Hi $first_name,</p>
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Welcome to the Example School! A brand new account has been created for you, and you can find your details below:</p>

                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Username: $user_name</p>
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Your Full Name: $first_name $last_name</p>
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Once you've set a password, you can manage your account and access other services at <a href>Link</a></p>
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Click on the button below to set your password and get started.</p>
                        <table border="0" cellpadding="0" cellspacing="0" class="btn btn-primary" style="border-collapse: separate; mso-table-lspace: 0pt; mso-table-rspace: 0pt; width: 100%; box-sizing: border-box;">
                          <tbody>
                            <tr>
                              <td align="left" style="font-family: sans-serif; font-size: 14px; vertical-align: top; padding-bottom: 15px;">
                                <table border="0" cellpadding="0" cellspacing="0" style="border-collapse: separate; mso-table-lspace: 0pt; mso-table-rspace: 0pt; width: auto;">
                                  <tbody>
                                    <tr>
                                    <!-- Add Change Password Link at $change_password_link -->
                                      <td style="font-family: sans-serif; font-size: 14px; vertical-align: top; background-color: #3498db; border-radius: 5px; text-align: center;"> <a href="$change_password_link" target="_blank" style="display: inline-block; color: #ffffff; background-color: #3498db; border: solid 1px #3498db; border-radius: 5px; box-sizing: border-box; cursor: pointer; text-decoration: none; font-size: 14px; font-weight: bold; margin: 0; padding: 12px 25px; text-transform: capitalize; border-color: #3498db;">Get Started</a> </td>
                                    </tr>
                                  </tbody>
                                </table>
                              </td>
                            </tr>
                          </tbody>
                        </table>
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Regards,</p>
                        <p style="font-family: sans-serif; font-size: 14px; font-weight: normal; margin: 0; Margin-bottom: 15px;">Your Name Here</p>
                      </td>
                    </tr>
                  </table>
                </td>
              </tr>

            <!-- END MAIN CONTENT AREA -->
            </table>

            <!-- START FOOTER -->
            <div class="footer" style="clear: both; Margin-top: 10px; text-align: center; width: 100%;">
              <table border="0" cellpadding="0" cellspacing="0" style="border-collapse: separate; mso-table-lspace: 0pt; mso-table-rspace: 0pt; width: 100%;">
                <tr>
                  <td class="content-block" style="font-family: sans-serif; vertical-align: top; padding-bottom: 10px; padding-top: 10px; font-size: 12px; color: #999999; text-align: center;">
                    <span class="apple-link" style="color: #999999; font-size: 12px; text-align: center;">Example School</span>
                  </td>
                </tr>
              </table>
            </div>
            <!-- END FOOTER -->

          <!-- END CENTERED WHITE CONTAINER -->
          </div>
        </td>
        <td style="font-family: sans-serif; font-size: 14px; vertical-align: top;"> </td>
      </tr>
    </table>
  </body>
</html>


FAQ

FAQ
Question Answer
Why are Welcome Messages not being sent
  • This could be a mistake in the Welcome Message Template, if you go back to your Welcome Message Template and in the To Field, are using someone's email or using $email? If you are using someone's email, then Welcome Messages will be sent to that someone's email not the intended user.
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