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Create Email Templates

Email templates are used to manage the content (or body) of emails sent via XenDirect. Templates are created by users, not be Xenegrade. This allows for each organization to uniquely create and brand emails based on their specifications and needs.

  • There is no limitation on the number of email templates that can be created and saved.
  • Some template names are reserved for special XenDirect functions. Refrain from using these names for any other purpose. (see below on this page)
  • Most templates support an HTML and text version.

Navigation

Release 3:    Header Bar »» Tools (Cube Icon) »» Marketing Functions »» Create Email Templates
Release 2:    Report Menu »» Marketing »» Templates Email

Applies To:    Enterprise    Plus    Basic

Create Email Template

Each email template contains both HTML and Text options.  This allows a template to be used for an email and accepted by recipients that use an email software that accepts HTML emails or only accepts Text emails.  Templates can also embed data into the email to create custom and personalized templates.

  • Click the New Email button.
  • Template Name: Add a unique template name taking into account that some template names are reserved.
  • Topic: Topic area of email template for reference purposes only.
  • Subject: This text displays as the Subject Line of the email when sent.
  • Alt Return Email Address: Uses this Email address as the return address in emails.  If blank, the default email address from Branch Profile is used.  If the Return Email Address option on the Send Email function is used, that return email overrides the Alt Return Email Address and the default Branch Profile address.
  • HTML Body: This is the content that will be displayed in the HTML email when sent. 
    • Use the WYSIWYG developer to create HTML templates or paste HTML code designed using other software.  Use the Source button in the WYSIWYG interface to toggle between HTML preview and HTML source code. 
    • If pasting text or HTML from MS Word, be sure to use the Paste from Word button to paste your content.  Using the Paste from Word option removes extra HTML that will disrupt the layout and operation of your HTML content.
  • Text Body:  This is the content that will be displayed in the Text email when sent. Note that some email systems, such as Gmail, may not display the Text Body.  Be sure to always include both a Text and HTML Body even if they are identical.  XenDirect cannot guarantee or control how the text Body will display by various email services.
  • Both HTML and Text Body fields can include certain data embedded into the content.  To include data, embed one or more of the following field codes into the HTML or Text body at the location where the data should be displayed. 
    • Consult the approved Embed Codes list before adding embed codes to any email template.  View Embed Codes
    • The bracket characters are required.
    • Embed codes are case sensitive. 
    • There are no spaces in the embed codes. 
    • Certain embed fields can be placed into the Subject, and all embed fields can be placed into the Body fields depending on the target of the email. 
    • If embed codes related to assignments/courses/sections are used and the report option Prevent Duplicates  = Yes, searches that include more than one registration per client will randomly list the course information for one course only.
    • If there is no value for the embed's code related field, the embed code is stripped from the html before it is sent.
    • If an embedded field does not display data during the email process and instead displays the actual embed code, check the HTML source of the field and make sure no extra html has been added inside the brackets for the embedded field.  Embed codes must be typed exactly as displayed without spaces, extra characetrs or HTML code inside the brackets. 
  • Disclaimer:  This field is no longer used due to an issue with font sizes and wrapping.  If an email disclaimer is required, place the disclaimer into the Text and HTML Body fields in the location desired.  This field remains displayed in the template for legacy purposes only. The intent of this field was to display any additional notices such as copyright, confidential notices, or other desired text.
  • Target:  The target audience for the email template.
  • Save the email template.
  • Always test email templates before using to be sure the template displays as desired.

 

Adding a Link to a Merge Template

  • Links added to the HTML body will display as a link in the sent email.
  • Links added to the Text body will display the URL but may not display as a link in the sent email based on the recipients email software.
  • In the HTML Body section of the email template, add the link to a document or page on the web as follows: Display text
  • In the Text Body section of the email template, add the link to a document or page on the web as the exact full URL.  The URL is not a clickable link in a text email.  Therefore, it may help the reader to prompt them that they should copy the link and paste it into their browser URL.

To Send a Test Email

  • From the list of templates list, click the Send Test button in the same row as the email template.
  • Enter an email address the test email will be sent to.
  • Select to send HTML, Text or Both email formats.
  • Click OK to send.
  • Note that embed codes will display in test emails as entered including the brackets and not as data.

Reserved Template Names

When creating email templates, some template names are reserved for special purposes.  Following is a list of reserved merge template names used for specific functions within XenDirect.  These template names should only be used for the identified function.

  • Admissions Application templates: Each of these are reserved for the custom online admissions application feature.
    • UBeditProfile
    • UBnewApplication
    • UBmodifyApplication
    • UBsubmitApplication
    • UBadmissionsApplication
  • Email Partial Payment: Used for WebReg module email confirmation after a successful balance due payment. Embed Codes not supported.
  • Email Invoice:  Used within the Admin module when emailing an invoice. Embed Codes not supported.
  • Email Receipt:  Used within the Admin module when emailing a receipt from the Client Payment or Client Assignment pages. Embed Codes not supported. A copy of this email is also sent BCC to the Alt Email Address, if a value is entered into this field of the template.  The send from and return address is still the main Notification Email address (see Branch Profile »» Web Options).
  • Email Receipt Refund:  Used within the Admin module when emailing a refund receipt from the Client Payment page. Embed Codes not supported.
    A copy of this email is also sent BCC to the Alt Email Address, if a value is entered into this field of the template. The send from, and the return address is still the main Notification Email address
  • Email Waitlist:  Used within the Admin module when emailing a status change from Waitlist to Active. Embed Codes not supported.
  • Email Block Set:  Used within the Admin module when emailing a Client Block that has been activated.
  • Email Block Release:  Used within the Admin module when emailing a Client Block that has been released.
  • Email Password Reset: Used for WebReg module to send forgot password link. Embed Codes not supported.
  • Ed2Go Confirmation:  Used for Admin and WebReg modules email confirmation after an Ed2Go course registration. Embed Codes are supported.
  • Ed2Go CTP Confirmation:  Used for Admin and WebReg modules email confirmation after an Ed2Go CTP course registration. Embed Codes are supported.
  • ProTrain Confirmation:  Used for Admin and WebReg modules email confirmation after a ProTrain course registration. Embed Codes are supported.
  • Ed4Career Confirmation:  Used for Admin and WebReg modules email confirmation after a Ed4Career course registration. Embed Codes are supported.
  • Embed Codes supported for Ed2go, Ed2Go CTP, ProTrain and Ed4Career email confirmations:

    • Subject Line

      • [ClientNamePrefix]
      • [ClientFirstName]
      • [ClientLastName]
      • [ClientID]
      • [OrgName]
      • [BranchName]

    • Body Text and HTML

      • [ClientNamePrefix]
      • [ClientFirstName]
      • [ClientLastName]
      • [ClientEmail]
      • [ClientEmail2]
      • [ClientID]
      • [OrgName]
      • [BranchName]
      • [CourseCode]
      • [CourseTitle]
      • [CourseStartDate]
      • [CourseEndDate]

Converting Merge Templates to Email Templates

As of 3/6/14, Merge templates have been renamed to Email templates and Letter/Form templates. See the Email Conversion notice below for special instructions on converting Merge templates to Email templates in Release 2.

With the update released 3/6/14, Email templates and Letter/Form templates are now separated into two different menu areas.  Both were previously known as Merge templates.  Existing Merge templates that are intended to be Email templates require a quick conversion process to format them correctly.  Existing HTML templates do not require this conversion. 

The existing Merge templates that are to be converted currently will display in the Report Menu »» Marketing »» Templates - Letters/Forms menu option.  After conversion, they will display in the Report Menu »» Marketing »» Templates - Email menu option.  During the conversion process, the Body 1, Body 2, and Closing fields in the existing Merge template will be combined into one field under the new Text Body field.  Email functions in XenDirect no longer support the Body 1, Body 2, and Closing format.  XenDirect email functions now only support the HTML Body, Text Body, and Disclaimer format.

If you desire to maintain a template as a Letter/Form template and as an Email template, clone the template first, then convert the cloned copy of the template to Email.  There is no undo option once the conversion has been submitted.

To convert a Merge template into an Email template:

  • Go to Report Menu »» Marketing »» Templates - Letters/Forms.
  • Locate a template to be converted.
  • Click the Convert to Email button in the same row.
  • When prompted, Submit the conversion or cancel the process.
  • The template is now converted to an Email template and is accessible from Report Menu »» Marketing »» Templates - Email.

Related Topics:

Email Embed Codes

Send Email

Schedule Automatic Emails

 

 

 

 

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