Email Templates

Definition

Email templates are designs for generic emails. These template emails can accompany, for example, a case booklet, document , or created link you send out to a client.

The sending of template emails can be triggered manually, or with a rule, where the email is sent when the condition is met.

Email templates can be found in atfinity's Configuration menu, in the Customization section.

Designing a Template

In the Email Templates screen, click 'Add Email Template' and define the following fields:

Field

Description

Key

The value by which the template can be referred to in other areas of atfinity.

Type

Choose from three types, each representing a situation for which using an email template makes sense.

- Send Booklet: use a subject line and body text related to sending a client a case booklet.

- Send Document:use a subject line and body text related to sending a client a document.

- Send Link: use a subject line and body text related to sending a client a link.

Based on which type you select, different templates are offered for different actions in the Case Manager. When a user there selects 'Send Booklet', only templates of that type will be offered. Similarly, when a Case Manager user selects 'Send Document' or 'Send Link', templates of those types will be offered to choose from.

The screen where you design the actual templates is identical for all three types. It contains the following fields:

Field

Description

Key

The key you provided when creating the template.

Type

The type you chose when creating the template.

Subject

Enter a subject line in the default language, which will be used on all emails sent out according to this template.

Body Text

Provide the text of the message. atfinity will change placeholders (see below) into a recipient's name, the specific link, or document name in each message using this template.

Here's an example of an email template for sending out links to clients:

When configuring an action to send emails using a template, you also need to specify the language. The translation for the default values should be provided in Translations.

Using Placeholders

By using placeholders in your templates, the emails you send will be specific to a recipient and the information you are sending. Instead of having 'Dear Client,' as generic salutation, using placeholders creates a personal greeting. For example, the email will begin with 'Dear Felicia Wong,' when sending an email from the case of client Felicia Wong.

Available placeholders are:

  • {FULL_NAME}

  • {TENANT}

  • {LINK}

  • {DOCUMENT_NAME}

atfinity replaces these with the values that are present in the case.