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  1. Xenegrade
  2. Marketing and Metrics
  3. Email

Create Email Templates

Email templates in XenDirect are used to define the content of emails sent through the system. These templates allow organizations to customize and brand their communications to meet their specific needs.

Key Features:

  • Users create and manage their own templates; Xenegrade does not provide default templates.
  • There is no limit to the number of templates that can be created.
  • Some template names are reserved for specific XenDirect functions.
  • Most templates support both HTML and text versions for compatibility.

Navigation: 

Tools → Marketing Functions → Create Email Templates

Applies to: Enterprise | Plus | Basic

Creating an Email Template

Each email template consists of both HTML and Text versions to ensure compatibility across different email clients.

Steps to Create a New Email Template

  1. Click the New Email Template button.
  2. Enter the following details:
    • Template Name: Assign a unique name (avoid reserved names).
    • Topic: Reference purpose of the email.
    • Target: Define the intended audience.
    • Subject: Text that appears in the email’s subject line.
    • Alt Return Email Address (optional): Overrides the default email address in Branch Profile.
  3. HTML Body:
    • Use the WYSIWYG editor to design the email or paste custom HTML.
    • Toggle HTML view using the Source button.
    • When copying from MS Word, use the Paste from Word button to remove unwanted HTML formatting.
  4. Text Body:
    • Plain text version of the email for recipients who do not accept HTML emails.
    • Always include both an HTML and Text Body for maximum compatibility.

Adding Embed Codes to a Template

Embed codes allow data fields (e.g., client names, course details) to be inserted into emails dynamically.

  • Use only approved Embed Codes (View Embed Codes for reference).
  • Embed codes are case-sensitive and must be enclosed in brackets.
  • If the related data is missing, the embed code is removed before sending.
  • Avoid modifying the embedded code’s HTML structure, as this may cause display errors.

Important Notes:

  • The Disclaimer field is no longer used due to formatting issues. If necessary, manually insert disclaimers in the Text and HTML Body fields.
  • Always test email templates before using them to ensure they display correctly.

Adding a Link to a Template

HTML Body:

  • Insert links normally; they will appear clickable.

Text Body:

  • Use the full URL (e.g., https://www.example.com).
  • Some email clients do not automatically hyperlink URLs in text emails, so consider prompting recipients to copy and paste the URL.

Sending a Test Email

To verify an email template:

  1. Find the template in the list.
  2. Click the Send Proof button under More Actions.
  3. Enter an email address for testing.
  4. Click Next, then Finish to send.

Note: Embed codes will not populate in test emails; they will display as-is with brackets.

Reserved Template Names

Some template names are reserved for specific XenDirect functions and should only be used for their designated purpose.

Admissions Application Templates (For custom online admissions application feature):

  • UBeditProfile
  • UBnewApplication
  • UBmodifyApplication
  • UBsubmitApplication
  • UBadmissionsApplication

Administrative Templates

  • Email Partial Payment – Used for WebReg module email confirmations after a balance due payment. (Supports Embed Codes)
  • Email Invoice – Used in the Admin module for emailing invoices. (Does not support Embed Codes)
  • Email Receipt – Used in the Admin module when emailing receipts from the Client Payment or Client Assignment pages. (Does not support Embed Codes)
  • Email Receipt Refund – Used in the Admin module for refund receipts. (Does not support Embed Codes)
  • Email Waitlist – Used in the Admin module for notifying clients of status changes from Waitlist to Active. (Does not support Embed Codes)
  • Email Block Set – Used in the Admin module for notifying clients of an activated block.
  • Email Block Release – Used in the Admin module for notifying clients of a released block.
  • Email Password Reset – Used in the WebReg module for sending password reset links. (Does not support Embed Codes)

Course Registration Templates

  • Ed2Go Confirmation – Used for Admin/WebReg module email confirmations after an Ed2Go course registration. (Supports Embed Codes)
  • Ed2Go CTP Confirmation – Used for Admin/WebReg module email confirmations after an Ed2Go CTP course registration. (Supports Embed Codes)
  • ProTrain Confirmation – Used for Admin/WebReg module email confirmations after a ProTrain course registration. (Supports Embed Codes)
  • Ed4Career Confirmation – Used for Admin/WebReg module email confirmations after an Ed4Career course registration. (Supports Embed Codes)

Conclusion

Email templates in XenDirect provide flexibility in designing, managing, and automating communications. Understanding embed codes, template setup, and reserved names ensures effective use of the email system. For further assistance, refer to related articles or contact support.

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