18. Manage email templates
Manage email templates
To adapt the various email templates that are sent directly from the portal to suit your requirements, use the Manage email templates task:
By default this task will open showing the Self Assessment Invite email template
Specific Email Templates have an Email Active switch below the Subject Heading. This feature provides the ability for those (Automatic Send) Emails to be made Inactive, thereby stopping the automatic sending of those emails.
The Templates with this ability are highlighted in the Email Templates Available table.
Making auto send Emails Inactive should be used with caution, and a deliberate action for specific reasons.
On this page:
Email templates available
Email template | Description of usage |
|---|---|
Self Assessment invite Email | Used to send the initial assessment surveys invitation email |
Self Assessment invite Email Reminder | Used to send Reminder assessment surveys invitation email. The frequency and number of these automatically sent will depend on the workspace settings |
Self Assessment invite Email Final Reminder | Used to send the Final Reminder assessment surveys invitation email. When this is automatically sent will depend on the workspace settings |
Self Assessed Notification | The Email that is automatically sent by the system when a person has completed their Self Assessment, accompanied with their draft Profile Report. |
Approval Request | The Email that is automatically sent by the system when a person requests a Approval for the skills profile. The recipient of this email will depend on the workspace settings for approvals |
Low Activity Notification | This Notification Email, unless it has been suppressed, is automatically sent by the system to an individual if they have not invoked their Planner session in the last 60days |
Skill Evidence has Expired Notification | This Notification Email, unless it has been suppressed, is automatically sent by the system to an individual if they have any evidence with an expiry date set, and which has expired in the last 60 days |
Action Plan Target Date Missed Notification | This Notification Email, unless it has been suppressed, is automatically sent by the system to an individual if they have any Actions in their Action Plan with a Target Date set, and which has missed the Target Date in the last 30 days. (i.e. They have not set the Action to completed) |
Approved Profile Notification | This Notification Email, is automatically sent by the system to an individual when their Profile is approved by the appropriate Team Leader or Line Manager. The email includes the Approvers comments |
Updated Action Plan Notification | This Notification Email, can optionally be sent by the system to an individual when their Action Plan has been updated by the appropriate Line Manager. The Line Manager has an option to invoke the sending of the email after making an update to the individuals Action Plan |
Endorsed Profile Notification | This Notification Email, is sent by the system to an individual when their Endorsed Profile has been Approved by the nominated Endorser |
SFIA Badges issued Notification Only available if the SFIA Certification option has been made available to your organization | This Notification Email, is sent by the system to an individual when their Evidence Skill has been certified and a badge issued. |
Making changes to an email template
Select the template you wish to change from the Templates drop-down:
You can choose to change the subject line to your own requirements:
You can choose to edit the email body either in standard editor mode or HTML format
You can now adapt (edit) the email so suit you own organizational requirements
Once you have completed editing you have the option to:
Save the changes
Reset and remove the changes to allow you to restart editing
Note: should you try and change Templates in the middle of editing another one you will need to reply to a prompt similar to the following:
Special substitution fields used in emails
Fields Name | HTML usage/format examples | Description & usage |
|---|---|---|
Name | $Name$ | Substitutes the persons Preferred Name, or Name if Preferred Name is not being used. |
$Email$ | Substitutes the persons email address | |
First Name | $FirstName$ | Substitutes the persons first name |
Last Name | $LastName$ | Substitutes the persons last name (Surname) |
Other | $Other$ | Substitutes the content persons Other field. (The field is used differently by different organizations) |
LoginUrl | <a href="$LoginUrl$" target="_self">HERE</a> | Substitutes the Planner Login link for the person to whom the email has been sent. |
ManageProfileUrl | <a href="$ManageProfileUrl$" target="_self">Profile for Approval</a> | Substitutes the Planner Profile link for a person who has requested a Profile approval |
CompanyName | $CompanyName$ | Substitutes the name of the organization/Company that owns the workspace. Often used as part of an email signature |
SurveyPortalLink | <a href="$SurveyPortalLink$" target="_self">Start Assessment</a> | Substitutes the unique link to the persons assessment surveys. |
TutorialLink | <a href="$TutorialLink$" target="_blank">here</a> | Substitutes a link to a web page with guidance specific to the persons current situation for the initial Assessment survey |
PrivacyPolicyLink | <a href="$PrivacyPolicyLink$" target="_blank">Click here to view</a> | Substitutes with a link to the current SkillsTX privacy policy on our website |
VideoTutorialLink | <a href="$VideoTutorialLink$" target="_blank">Instruction Video</a> | Substitutes with a link to the SkillsTX web page that links to the current Self Assessment tutorial video, to help prepare participants on what to expect. |