Communication Templates

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Hisham Arnaout
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Overview

Communications Templates (Beta) brings new feature sets and improvements to existing ones to enable users to easily manage templates and have enhanced multi-lingual support.

What's new?

  • New! Multi-lingual Communication Templates to enable you to create, manage and localize templates 
  • Your users receive communications in their preferred language
  • Enhanced Text Editor that allows you to easily add tables and images to your templates
  • New and improved UI
  • User & System Tabs are now merged into one list
  • Changed Name from 'Templates' to 'Communication Templates'

 

Email Templates

Email Templates use HTML, the standard for writing websites, to create Templates to match your organisation’s branding and existing documents. You can use HTML to create powerful templates, such as those that include maps and images.

By default, the Templates editor is WYSIWYG (What You See Is What You Get): this allows you to see how the email appears as you create it, and minimizes the amount of HTML knowledge required to format your Template. The format bar behaves similar to those found in common word processing packages, such as Word or Pages.

image-20220412-133953.png

To manually edit the HTML, click on < /> and the body will change to a code-style interface. WYSIWYG functions will be greyed out and inaccessible when in HTML View. W3 Schools provide a useful guide for basic HTML.

Please note that pasting content from a rich text editor, such as Word, can produce undesirable results. We recommend that you always check the HTML code for better results.

Click on < /> again to return to the WYSIWYG interface.

 

How to add an Email Template

  1. Ensure you are on the Email tab

    image-20220412-141721.png
  2. Click Create Template and choose 'User' or 'System'
    image-20220412-134213.png
  3. Fill in the data
Name Name of the Template
Audience What group of recipients is this intended for? (see Template Audiences)
Email Subject
 This is the subject of the email (the same as your standard emails) Template Merge Fields can also be used. There is no direct way to have Merge Fields appear in Email Subject. So you will have to manually cut and paste it into the Email Subject field.
Translations

Each template can have multiple translations which allow regional messaging to support your events around the world. You can choose from the languages configured on the Languages & Translations page from the Control Panel.

 

Templates need at least one translation. Once more than one translation has been added, you can configure which will be used by default

 

The order of priority for which translation template would be used follows the following logic:

  1. The contact's preferred language of communication
  2. The Templates default language
  3. The English translation
  4. Falls back to the default if no translations are set
Body

Compose your message in the main text box, using Template Merge Fields as appropriate.
Attachments

either generated documents, or those from your DMS (e.g. terms and conditions). You may also select a Document Category, which will dynamically attach a Document associated to a Course Template or Event of that Category.

 

How to add a Translation to a Template

Make sure you have configured the languages on the Languages & Translations page from the Control Panel.

To set or assign a new translation to your communications template, do the following:

  1. Select a Template
  2. Click on the Create Translation and pick the language. 
    Screen_Shot_2022-05-31_at_9.32.54_AM.png

  3. Note: if the Create Translation button is not displayed, it is likely that you haven't set up any additional languages on the Languages & Translations page. 
  4. Once a language has been set, you will need to fill in your template details as you did before and hit save.

    comms_template_translations.gif

 

How to preview a Template

You can preview an email template in the browser, or send yourself a test email.

  1. Select a Template
  2. Click on the Preview
  3. Choose the preferred preview method (via Browser, via Email)

image-20220412-135647.png

Previewing in the browser will allow you to view the email on desktop and mobile view. Please note that merge fields will not be populated in the preview.

 

FAQ

Q: I can't find the Templates feature in the Setting Control Panel

A: Templates have been renamed to Communication Templates. From the Settings control panel, search for Communication Templates, or find it under Communications Section -> Communication Templates

Q: I'm unable to save my new Template

A: Ensure that you have entered all the required information before saving your Template

Q: I cannot find the System or User tabs

A: The System and User tabs have been merged into one list with filter options to enable you to limit or expand your search.

Q: I received the wrong translation/ email template

A: Ensure your template configuration and contact's preferred language is set up correctly. The order of priority for which translation template would be used follows the following logic:

  1. The contact's preferred language of communication
  2. The Templates default language
  3. The English translation
  4. Falls back to the default if no translations are set

 

 

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