Difference between revisions of "Message Templates"

From Studentnet Wiki
Jump to navigation Jump to search
(5 intermediate revisions by the same user not shown)
Line 1: Line 1:
  
−
A range of templates for messaging can be created and organised with the message templates list. The New Message Template button leads to a choice between a Welcome Email template and a Forgotten password template.
+
A range of templates for messaging can be created and organised with the Message Templates List.
 +
 
 +
When you select '''Message Templates''' from the Cloudwork dashboard menu, the Message Templates List displays. This includes a list of existing templates as well as the option to create a New Message Template.
 +
 
 +
===Variables for message templates===
 +
 
 +
For each type of message template there are standard variables which may be included in any field, for example $first_name and $last_name. When the message is sent the variables will be replaced with the relevant values for the individual user.
 +
   
 +
You can also use as variables any extra attributes you have set up for your users, such as $salutation or $SIS_ID.
 +
 
 +
Note that a variable that cannot be resolved (i.e. it is not one of the standardised variables or one of a user's custom attributes) will be left in the message unchanged.
 +
 
 +
A single dollar sign ($) precedes the variable name. If you need to include an actual dollar sign in your message, type two dollar signs ($$).
 +
 
 +
===Create a new message template===
 +
 
 +
Click the '''New Message Template''' button to display a list of template types for your school. These may include:
 +
* Welcome email
 +
* Forgot password email
 +
* Forgot password SMS
 +
* Forgot username.
 +
 
 +
Select the type of message template to be created and complete the required details.
  
 
=== Welcome Email template ===
 
=== Welcome Email template ===
  
−
This template can be used when sending welcome messages to new users.
+
This template can be used to send welcome messages to new users.
  
−
You can use the following special formatting options in this message:
+
You can use these standard variables in any field of the Welcome Email template:
  
 
*$user_name: The new user's username.
 
*$user_name: The new user's username.
Line 17: Line 39:
 
*$recovery_phone: The new user's recovery phone number.
 
*$recovery_phone: The new user's recovery phone number.
  
−
You can also use any extra attributes your users might have, such as $salutation or $SIS_ID. 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.
+
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
 +
* To: Email address(es) to receive the email. Separate multiple addresses with commas.
 +
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.
 +
 
 +
Click '''Submit''' to create the new template.
  
−
An example of the form for writing a Welcome Email template can be found below.
+
This is an example of the form for writing a Welcome Email template.
  
 
[[File:welcome_email.png|700px]]
 
[[File:welcome_email.png|700px]]
 +
 +
 +
==== When is a Welcome Email sent? ====
 +
 +
* A Welcome Email can be initiated from the User's detail screen.
 +
 +
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.
 +
 +
* A Welcome Email can be initiated from a sync profile run.
 +
 +
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 Other 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.
 +
 +
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
  
 
=== Forgotten Password template ===
 
=== Forgotten Password template ===
Line 27: Line 80:
 
This template can be used when sending recovery codes via email for users who are attempting to reset their password.
 
This template can be used when sending recovery codes via email for users who are attempting to reset their password.
  
−
You can use the following special formatting options in this message:
+
You can use these standard variables in any field of the Welcome Email template:
  
 
*$user_name: The user's username.
 
*$user_name: The user's username.
Line 38: Line 91:
 
*$recovery_email: The user's recovery email address.
 
*$recovery_email: The user's recovery email address.
 
*$recovery_phone: The user's recovery phone number.
 
*$recovery_phone: The 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
 +
 +
Click '''Submit''' to create the new template.
  
 
An example of the form for writing a forgotten password template and an example of a message can be found below.
 
An example of the form for writing a forgotten password template and an example of a message can be found below.
Line 45: Line 107:
 
==== Example Password recovery message ====
 
==== Example Password recovery message ====
  
−
<p>Hi $first_name,</p>
+
[[File:Sample_msg_reset_password.PNG]]
 +
 
 +
 
 +
===Forgotten Password SMS template===
 +
 
 +
This template can be used when sending recovery codes via SMS for users who are attempting to reset their password.
 +
 
 +
You can use the following standard variables for this message:
 +
 
 +
*$user_name: The user's username.
 +
*$code: The recovery code needed by the user to reset their password.
 +
*$email: The user's email address.
 +
*$first_name: The user's first name.
 +
*$last_name: The user's last name.
 +
*$recovery_email: The user's recovery email address.
 +
*$recovery_phone: The 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)
 +
* Message: Text of the message, written in html
 +
 
 +
Click '''Submit''' to create the new template.
 +
 
 +
===Forgotten Username Email template===
 +
 
 +
This template can be used when sending a reminder via email to a user who has forgotten their username.
 +
 
 +
You can use the following standard variables in any field for this message: 
 +
 
 +
*$user_name: The user's username.
 +
*$email: The user's email address.
 +
*$first_name: The user's first name.
 +
*$last_name: The user's last name.
 +
*$password_reset_link: A link to initiate Password Recovery.
 +
*$recovery_email: The user's recovery email address.
 +
*$recovery_phone: The user's recovery phone number.
 +
*$usernames_ul: Render an HTML list of all usernames of all accounts that share the supplied recovery email address
 +
 
 +
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
 +
 
 +
Click '''Submit''' to create the new template.
 +
 
 +
===Edit Message Template===
 +
 
 +
1. Select '''Message Templates''' from the Cloudwork dashboard menu to display the Message Templates List.
 +
 
 +
2. Click the link for the template to be updated.
 +
 
 +
3. In the window that opens, click '''Edit''' and update the template details as needed.
 +
 
 +
4. Click '''Submit'''.
 +
 
 +
===Delete Message Template===
 +
 
 +
1. Select '''Message Templates''' from the Cloudwork dashboard menu to display the Message Templates List.
 +
 
 +
2. Click the link for the template to be deleted.
 +
 
 +
3. In the window that opens, confirm that you have selected the correct template and click '''Delete''' near the top of the page.
  
−
<p>You've recently made a request to reset your Cloudwork password. <a href="$continue_link">Click here to reset your password</a>, or provide the following code in your browser:</p>
+
4. Confirm the delete request.
−
<p>$code</p>
 
−
<p>If you did not try to reset your password, please ignore this email.</p>
 
−
<br>
 
−
<p>Sincerely,</p>
 
−
<br>
 
−
<p>The Studentnet Support Team</p>
 
  
 
  [[Category:Cloudwork Dashboard]]
 
  [[Category:Cloudwork Dashboard]]

Revision as of 00:01, 15 January 2019

A range of templates for messaging can be created and organised with the Message Templates List.

When you select Message Templates from the Cloudwork dashboard menu, the Message Templates List displays. This includes a list of existing templates as well as the option to create a New Message Template.

Variables for message templates

For each type of message template there are standard variables which may be included in any field, for example $first_name and $last_name. When the message is sent the variables will be replaced with the relevant values for the individual user.

You can also use as variables any extra attributes you have set up for your users, such as $salutation or $SIS_ID.

Note that a variable that cannot be resolved (i.e. it is not one of the standardised variables or one of a user's custom attributes) will be left in the message unchanged.

A single dollar sign ($) precedes the variable name. If you need to include an actual dollar sign in your message, type two dollar signs ($$).

Create a new message template

Click the New Message Template button to display a list of template types for your school. These may include:

  • Welcome email
  • Forgot password email
  • Forgot password SMS
  • Forgot username.

Select the type of message template to be created and complete the required details.

Welcome Email template

This 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
  • To: Email address(es) to receive the email. Separate multiple addresses with commas.

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.

Click Submit to create the new template.

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

Welcome email.png


When is a Welcome Email sent?

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

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.

  • A Welcome Email can be initiated from a sync profile run.

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 Other 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.

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

Forgotten Password template

This template can be used when sending recovery codes via email for users who are attempting to reset their password.

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

  • $user_name: The user's username.
  • $code: The recovery code needed by the user to reset their password.
  • $continue_link: A link to continue the Password Recovery process.
  • $email: The user's email address.
  • $first_name: The user's first name.
  • $last_name: The user's last name.
  • $password_reset_link: A link to initiate Password Recovery.
  • $recovery_email: The user's recovery email address.
  • $recovery_phone: The 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

Click Submit to create the new template.

An example of the form for writing a forgotten password template and an example of a message can be found below.

Password template.png

Example Password recovery message

Sample msg reset password.PNG


Forgotten Password SMS template

This template can be used when sending recovery codes via SMS for users who are attempting to reset their password.

You can use the following standard variables for this message:

  • $user_name: The user's username.
  • $code: The recovery code needed by the user to reset their password.
  • $email: The user's email address.
  • $first_name: The user's first name.
  • $last_name: The user's last name.
  • $recovery_email: The user's recovery email address.
  • $recovery_phone: The 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)
  • Message: Text of the message, written in html

Click Submit to create the new template.

Forgotten Username Email template

This template can be used when sending a reminder via email to a user who has forgotten their username.

You can use the following standard variables in any field for this message:

  • $user_name: The user's username.
  • $email: The user's email address.
  • $first_name: The user's first name.
  • $last_name: The user's last name.
  • $password_reset_link: A link to initiate Password Recovery.
  • $recovery_email: The user's recovery email address.
  • $recovery_phone: The user's recovery phone number.
  • $usernames_ul: Render an HTML list of all usernames of all accounts that share the supplied recovery email address

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

Click Submit to create the new template.

Edit Message Template

1. Select Message Templates from the Cloudwork dashboard menu to display the Message Templates List.

2. Click the link for the template to be updated.

3. In the window that opens, click Edit and update the template details as needed.

4. Click Submit.

Delete Message Template

1. Select Message Templates from the Cloudwork dashboard menu to display the Message Templates List.

2. Click the link for the template to be deleted.

3. In the window that opens, confirm that you have selected the correct template and click Delete near the top of the page.

4. Confirm the delete request.

Retrieved from "https://wiki.studentnet.net/index.php?title=Message_Templates&oldid=593"