Intelligentcontract allows you to amend the format of any notification (issued as an email) that is sent from your account.
The intelligentcontract default notification may not be how you want your notification to look; maybe you need additional information or wish to remove non-relevant information. The new Manage Templates feature allows you to amend existing default email notifications and create new templates for specific types.
Navigate to: Configuration => Notification Templates => Manage Templates
Fig 1 - Manage Templates
The Manage Template summary screen will list all your current account email templates. All your system default templates are identified by the green 'Default' checkbox, and are listed for you. You will have the option to view and amend where required.
Any new templates that you have created will also be listed, and can be identified as the 'Default' value set to 'No'.
Fig 2 - Manage Template Summary screen
Creating a New Template
When creating a new template you are presented with a screen that will allow you to enter information in the Header (such as where you wish this particular email template to be applied), as well as an Editor to build your specific email Contents.
Fig 3 - New Template
Along with naming your template in the Subject, there are a number of options that you can specify in the header fields.
This is where you can select the email template that you wish to create - the Drop down list will display all the template types that are available.
There are separate templates for Users and Non-Users( ie. 'Task Updated' & 'Task Updated' for Non Users), so you can have differing email content dependent on their access to your account (Admin, Full & Read Only Users will receive the same email).
Fig 4 - Template Type field
NOTE: If you create a bespoke template, then this is the primary template that is used. The default templates are only used if no other alternatives have been created.
From Email Address
The 'From Email Address' is the email address displayed in the 'From' section when your email is received. The system default is 'email@example.com', but if you have arranged another 'From' email address with us then the alternate email will be in a drop down list for you to choose from.
Fig 5 - Default From email address
NOTE: If you wish to have an alternate email address to appear as your 'From' email address, please contact firstname.lastname@example.org and we can arrange this for you.
Default emails all bear the logo for intelligentcontract. If you do not wish to have this logo displayed on your email template, tick the box and it will be removed.
Fig 6 - Email Header logo
Default emails all have intelligentcontract logo, helpdesk options as a footer, and an unsubscribe link.
If you do not wish to have the intelligentcontract footer information displayed on your email template, tick the box and it will be removed.
If you do not wish to have the unsubscribe link displayed, tick the box and it will be removed.
Fig 7 - Email Footer
The Contract Type drop down field will only appear for certain Template Types such as 'Person Alert Triggered'. This is where you can select the Type of Contract you wish this particular email template to be sent for. For instance, you could create a particular Alert template that will only apply if the Contract Type is 'Legal', to intelligentcontract Users.
If you are creating a new template and this field is displayed, then you must select a value here. You cannot leave the value blank. A blank value equates to 'All' Contract Types and the system default template has this value. If you wish to change the template for 'All' Contract types, then you must alter the system default template.
Fig 8 - Contract Type field
The system default will be sent out for all Contract Types, unless you have specified another. In those instances, your bespoke template will be sent out instead.
The template screen provides you with an Editor field for you to enter the Content that you wish to appear within your email.
You can enter the text you desire, format it as required, and add tables/hyperlinks/bullet points to make the content exactly how you wish to see it.
Fig 9 - Template Content
Restore System Default
The Restore System Default template button will revert the content of your template to the current system default for the Template Type you have selected.
If you do not wish to create your template content from scratch, you can populate with the default content and then adjust accordingly.
The Restore System Default option can also be used to restore the content back to the default at any time. For example, if you think you have made a mistake and want to start again, you can press the button and your current content will be replaced with the default again.
Fig 10 - Restore System Default
Placeholders are inserted to display relevant field data that may change depending on the records in question. For example, you can add the placeholder for [Account] User First Name. This means that when the email is sent out, it will replace this placeholder with the Users actual first name. This allows the emails to be generic and to correctly populate relevant data based upon your records.
The values are displayed in alphabetical order, and there is a Search function that you can use.
Fig 11 - Placeholders
- Placeholder Prefix's
The Placeholder values are displayed with a prefix that identifies the feature they are associated to. For example, all Alert placeholders are prefixed with [Alert] Contract placeholders are prefixed with [Contract], Note placeholders are prefixed with [Note], etc. All System and Custom fields will be presented.
The values in the drop down list are dependent on the Template Type you have selected. For instance, if you have selected the 'Risk expired' template, the drop down will display associated placeholders such as [Risk] and [Contract].
- Related Placeholders
The selected placeholders will also be able to display some related data dependent on the template that you have selected. The related options are [Contract], [People], and [Party]. You can pull any of these field values into your Content. So if you are creating a new Contract Alert template, you can pull the related Contract Title, Value, End Date, etc. into the email as supplementary information.
- Account Placeholders
The [Account] related placeholders such as Company Name and User Name are always displayed; as are the Current Date and Time, which are at the bottom of the list.
- Entity Label Placeholders
The [Entity Label]-related placeholders offer you the option to have the feature name displayed as singular or plural (i.e. Alert & Alert(s)). This will help the text in your template flow as a correct sentence.
The advantage to using these placeholders instead of typing the feature name in text is this; if the features name is changed, then your template will automatically update also.
- Placeholder Names v Program Names
[Account] Customer Name = _CUSTOMER_NAME_
[Alert] Name = _REMINDER_NAME_
[Contract] Title = _RELATED_CONTRACT_TITLE_
Fig 12 - Placeholder Program Names
These program names will display the features original name. If you have changed the feature name of Reminders to Alerts for example, then in the drop down list, you will see [Alert] but in the content you will see _REMINDER_.
In the content section, the full placeholder values must be kept. If you alter a program placeholder name or delete a' _' character, then this will then be deemed as text and will display as such.
The _RELATED_ identifier shows that this field is taken from a feature that links to your selected template.
For instance, in the User Alert triggered template, if you selected the field [Contract] Title, then it will display in the content as _RELATED_CONTRACT_TITLE_.
Custom fields will be displayed in the drop down list as the Custom field name. But, if it is added to the Content, then it will be represented by the value of _XXXX_CUSTOMISED_6789_ or _RELATED_XXXX_CUSTOMISED_9999_. This is its program name.
Each custom field will stipulate the feature name (XXXX i.e. REMINDER) and have a unique number as its suffix.
Fig 13 - Custom Field placeholders
- Placeholder Action Buttons
Some emails such as Alerts and Approvals have Action buttons in them for the recipient to use if they are to Review, Complete, Snooze, Reject, or Approve certain requests.
The placeholders that represent these buttons are identified in the drop down list.
Fig 14 - Action Button Placeholders
If you wish to use these button placeholders they must be contained within a table.
Create the table first and then insert the placeholder in each of the cells, they will be added to the content as a placeholder as normal.
Fig 15 - Action Button Placeholders
When the email is received they will be displayed as a button.
Fig 16 - Alert email with Action buttons
Formatting Content Text
When entering text into the Content area. there is no need to leave spaces in between lines. Each line will have a space automatically. If you add a space, then the email received will have a large gap between the lines of text.
If you do not wish to have this automatic gap between lines then at the end of your text enter SHIFT&ENTER. This will return your cursor immediately below your last line.
Line 1 <RETURN>
Line 1 <SHIFT&RETURN>
The above email is generated from the below content. The email already contains spaces even though the content does not.
Fig 17 - Example Content Text
Mandatory placeholders for Alert Templates
As Alert emails can be collated together in a digest email, there are specific placeholder values that you must enter to successfully create a new Alert template.
In the drop down list, there are placeholders [Alerts block] Begin and [Alerts block] End. These placeholder values must be entered into the template, and any Alert related placeholders must be inserted in between these values. This tells the system what text should be repeated in a digest email.
If you do not put these block placeholders in your content and you have added an Alert placeholder, then the system will give you an error. If you have added them and have entered an Alert placeholder outside them, then you will also receive the error.
Fig 18 - Missing Block Error
If you adjust your template to include the [Alert] Block Begin and [Alert] Block End placeholders surrounding any [Alert] placeholders, then your content will save without error.
Fig 19 - Placing Block placeholders
You can enter text outside the block placeholders, but all [Alert] and related placeholders must be within the block. Any text entered outside the block will not be included in a digest email.
Editing an Existing Template
If you open up an existing template (such as a Default template), then the Content field will already be populated. Here you can adjust as necessary. All the above specifics will apply when editing.
Fig 20 - Editing an Existing template
Once you have created or amended your new template and [Saved], this is the format and content that will included when the email is triggered.