Summary

The Email Template Maintenance window is used to create standard email templates that will be used to generate personalized emails for various processes within the application.

Email templates are currently used in the User Registration and Open Enrollment processes of the Employee Self Service online application.

Step by Step

1     Open the Email Template Selection window (SS> Maintenance> Email Template).

• The Email Template Selection window will display all of the existing email templates created in the application.
• Enter the desired template details in the Search Criteria section and click the Refresh icon to filter the templates displayed in the data grid below.
• Highlight an email template and click the Delete icon or press DELETE to delete the selected template.
• Highlight an email template and click the Modify icon or press ENTER to edit the selected template.
  • This will open the selected template in the Email Template Maintenance window.
• Highlight an email template and click the Copy icon to create a copy of the selected template.
  • This will create an exact copy of the selected template. You will be required to specify a new, unique email template name in order to save the copied template.
• Click the Create icon or press INSERT to create a new email template. This will open the Email Template Maintenance window.

2     Create a new Email Template.

• Enter a unique Template Name for the new email template. This field can be up to 32 characters in length.
• Enter an optional Description for the new email template. The description can be up to 64 characters long.
• Select the System that the email template will be used with. Your selection in this field will determine what is available in the Process menu below.
  • Email templates are currently available for the HR and PO modules only.
  • Select the Process that will generate the emails based on this template. If HR is selected in the System field above:
    • Select Open Enrollment if the template will be used when employees are accessing the deduction and benefit open enrollment process.
    • Select User Registration if the template will be used when a new employee creates an online user profile.
  • If PO is selected in the System field above:
    • Select Purchase Orders if the template will be used when generating electronic purchase orders in the Send Electronic POs step of the Purchase Orders process.
• Enter the Email Subject that will appear on the subject line for all emails generated by this template. This field can accommodate up to 200 characters.
• The Email Body section is used to enter the text that will appear in the body of the email.
  • The Available Fields section on the left displays all of the employee specific variable merge fields that can be included in the email. When one of these fields is added to the email, the system will pull the employee specific data from that field on the employee record and insert it into the subject line or email.
    • Highlight an available field, click the Insert Field icon drop-down menu and select Insert Field into Subject to insert the selected merge field into the current cursor location on the subject line.
      • For example, if you would like to personalize the subject line of each email to include the employee's first and last name, you could enter "Registration information for [PR_Employee.First_Name] [PR_Employee.Last_Name]".
    • Highlight an available field, click the Insert Field icon drop-down menu and select Insert Field into Body to insert the selected merge field into the current cursor location in the email body.
      • You can also double click an available field to insert it into the email body.

3     Customize the look of the email.

• Because these email templates are designed to be used with a wide variety of email systems, any display customization must be accomplished using HTML (Hyper Text Markup Language) tags.
• These tags are most often used in pairs. Only the words, phrases or paragraphs that fall between the opening tag and the closing tag will be affected. For example, in the following sentence, the words "username" and "password" would appear in bold text on the email.

• Here are a few of the most commonly used HTML tags:

• For a more comprehensive list of HTML tags, please refer to one of the many free, online HTML tutorials such as W3Schools.com. Here you can learn how to insert tags used to change font styles, create web site links and insert pictures.
• Click the Save icon to save the completed email template.