Overview

Editing a Default E-Mail Templates

1. Click the Edit Default Templates button.

2. Select the default template you wish to edit.  See the category specific sections below for more details on each category.

A. Sent Form Template - Default e-mail that is sent each time a Form is submitted unless the Form has a Form-specific template.

B. Workflow Template - E-mail that is sent to the Final Recipients each time a Form is approved in a Basic Workflow.

C. Workflow Re-Assign Form Template - E-mail that is sent to the newly assigned User(s) when a Form is reassigned during a Workflow.

D. Work Order Assigned Template - E-mail that is sent to notify a User when a Work Order has been assigned to them unless the Work Order Dispatcher chooses not to include a notification e-mail when they create the Work Order.

E. Work Order Re-Assigned Template - E-mail that is sent to the newly assigned User when a Work Order is reassigned unless the Work Order Dispatcher chooses not to include a notification e-mail when they re-assign the Work Order.

Creating a Custom E-mail Template

1. Import - Emails sent after a bulk import has been completed. 
2. Sent Form - Emails sent when a Form is submitted. You can edit the company-wide default Sent Form E-Mail or the template for a specific Form.
   
3. User - Emails related to User activity such as new accounts or password changes.
   
4. Work Order - Emails sent when a Work Order is assigned or to use when sending the link for a Shared Form Work Order.
   
5. Workflow - E-mail templates that can be used as part of Custom Workflows.
   

3. (optional - for Sent Form only) Select Form Specific as the type.

4. (optional - for Sent Form only)  Select the Form you wish to customize the Sent Form E-Mail for.

5. This will populate the rest of the E-Mail Template window. See the section below, "Customizing the E-Mail Template", for next steps.

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Available Actions for Existing E-mail Templates

Copying an Existing Template

If you are creating multiple E-Mail Templates with similar layouts, you can copy the body and pdf settings from an existing template.

1. Click the Select an Action button next to the template you wish to copy.

2. Select Copy. 

3. This will open the E-Mail Template window. Select the same Category as the template you are copying from.

4. Edit the body and PDF settings that were copied over as needed. See the section below, "Customizing the E-Mail Template", for next steps.

Deleting an Existing Template

You can delete any a custom E-Mail Templates that you are no longer using. 

Warning: Deleting an E-Mail Template that is part of an active Custom Workflow can cause workflow errors.

1. Click the Select an Action button next to the template you wish to delete.

2. Select Delete. 

Downloading the HTML File for an Existing Template

You can download the HTML file for the body of an existing template if you wish to make edits in your own editor. You can then copy and paste the HTML back into the E-Mail Template. See the section below, "Customizing the E-Mail Template", for details on how to access the HTML window (Step 3 D).

1. Click the Select an Action button next to the template you wish to delete.

2. Select Download. 

Editing an Existing Template

1. Click the Select an Action button next to the template you wish to edit.

2. Select Edit.

3. This will open the E-Mail Template window. See the section below, "Customizing the E-Mail Template", for next steps.

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Customizing the E-Mail Template

1. Select the name for an existing system template or enter the name for new template.

1. {{ReferenceNumber}} - Unique REF# used in the system for the Sent Form
2. {{{Subject}}} - Subject (or friendly name) of the Sent Form
   
3. Use the format, {Page1@RegionName}, to insert region values

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How to Customize PDF Attachments

1. The Attach Sent Form as a PDF checkbox is checked by default. You can uncheck the box if you do not wish to include any PDF attachments in the e-mail. This will hide the rest of the PDF options since they are no longer applicable.

2. Select the name for your PDF attachment. There are 3 options for the PDF file names:

1. Use REF# for Attachment Filename - This is the default option. The name for the PDF file will be the Reference Number for the Sent Form. For example, "REF 12345678.pdf".
   
2. Use Form Title for Attachment Filename - The name for the PDF file will be the Form Title. For example, "Work Ticket - Project# 123 Foreman: John Doe.pdf".
   
3. Use Custom Filename -  You can set any filename using hard-coded values, region values ({Page1@RegionName}) and keywords.  Please see the article on Managing E-mail Templates for details on available keywords.

Warning: You must include .pdf as part of the custom filename.

3. Set the page visibility for the pages you wish to include as part of the PDF attachment. There are 2 options for customizing the pages in the PDF attachment:

1. Use the Form Template's Current Settings - This is the default option. The pages that are visible when the Form is sent will also be visible in the PDF attachment.
   
2. Set Custom Page Visibility for this PDF - If you select this option, you can enter the page numbers (separated by commas) or page ranges you want included in the PDF attachment. For example, "1,3,6-8" would include pages 1, 3, 6, 7 and 8 in the PDF. 
   

4. Click on the + button if you wish to add another PDF attachment. For example, if you want to include several PDF attachments, one with the personnel pages and another with equipment pages.

Note: You can add up to 10 PDF attachments. 

Import Templates

Types

1. Bulk User Delete
2. Bulk User Update
   
3. Import Devices
   
4. Import Groups
   
5. Import Locations
   
6. Import Recipients
7. Import Users
   
8. Import Work Orders

Available Keywords

1. {{AutoGeneratePassword}} - (boolean) Setting selected during the Import process to determine if the Password is auto-generated or not
   
2. {{BaseWebUrl}} - https://admin.field2base.com/
   
3. {{ContactsCount}} - Number of possible Contacts included in the Import processed
4. {{ContactType}} - Setting selected during the Import process to determine the Type of Contact (Recipient or User)
   
5. {{DateTime}} - Time the Import was processed
   
6. {{{DetailDevices}}} - List of device details related to the devices included in the Import processed
   
7. {{{Errors}}} - List of any errors that occurred during the Import process
   
8. {{ForcePasswordReset}} - (boolean) Setting selected during the Import process to determine if the User is forced to change their Password when they log in for the first time
   
9. {{GroupCount}} - Number of Groups included in the Import processed
   
10. {{Issues}} - Identifies if there are issues with the Import processed
    
11. {{IsVisibleRecipient}} - (boolean) Setting selected during the Import process to determine if the Contact will be shown in the Optional Recipient List
    
12. {{LocationsCount}} - Number of Locations included in the Import processed
    
13. {{PasswordNeverExpires}} - (boolean) Setting selected during the Import process to determine if the User's Password in this Import will never expire
14. {{PortalLoginUrl}} - https://admin.field2base.com/
    
15. {{{PrefersPDFAttachments}}
16. {{ProjectAssociations}} - List of Associated Folders selected during the Import process for the Contacts imported
    
17. {{SuccessCount}} - The number of successful updates during a bulk import, assignment, or update process
    
18. {{WorkOrderCount}} - Number of Work Orders included in the Import processed

Sent Form Templates

Using Conditionals Based on Region Values

Available Keywords

1. {{AnonymousLink}} - URL link to a PDF version of the Sent Form
   
2. {{Attachments}} - Used in creating the Attachment Block of the Sent Form Template with the If statement to trigger their display
   
3. {{BaseWebUrl}} - https://admin.field2base.com/
   
4. {{company.id}} - Company ID of the Form sender
   
5. {{company.name}} - Company Name of the Form sender
   
6. {{CompanyId}} - Company ID of the Form sender
7. {{DocumentId}} - Unique REF# used in the system for the Sent Form
   
8. {{{form.friendlyDataName}}} - The Form Title for the Sent Form
   
9. {{{form.name}}} - Name of the Sent Form triggering the email
   
10. {{FormProcessTime}} - A timestamp of the current server local time at the time of e-mail processing for the Sent Form
    
11. {{{name}}} - Depending on whether it's used in Recipients or Attachments, it lists the appropriate Name of each Recipient / Attachment
    
12. {{OnlineDocsPDFURL}} - URL link to a PDF version of the Sent Form
    
13. {{PortalLoginUrl}} - https://admin.field2base.com/
    
14. {{project.key}} - Folder Key that the Sent Form is associated with. (Project = Folder)
    
15. {{project.name}} - Folder Name that the Sent Form is associated with. (Project = Folder)
    
16. {{ReferenceNumber}} - Unique REF# used in the system for the Sent Form
    
17. {{sender.email}} - Form sender's email address
    
18. {{sender.key}} - Form sender's user key
    
19. {{sender.realName}} - Form sender's first and last name
    
20. {{sender.userName}} - Form sender's username
    
21. {{SenderUsername}} - Form sender's username
    
22. {{ServerTimestamp}} - Local time (ET) timestamp when the Sent Form was received on the server
    
23. {{ServerTimestampUtc}} - Deprecated
    
24. {{{Subject}}} - Subject (or friendly name) of the Sent Form
    
25. {{{SubjectLine}}} - The dispatch subject originally used in our system. There's already an existing 'subject' Keyword, but for DIM compatibility that actually takes the value of the dispatch friendly name, which is different from the subject for Sent Forms or RFIs. Most of the time, 'subject' should be preferred over 'subjectLine', and 'subjectLine' will likely be deprecated in the future
    
26. {{TabletSerial}} - Activation ID of the device that sent the Form
    
27. {{TimestampDisplay}} - local time timestamp formatted with the .Net "Full date/time pattern (short time)" when the Sent Form was received on the server
    
28. {{VisibleRecipients}} - List of the Mandatory Recipients and the selected Optional Recipients for the Sent Form 

User Templates

How to Disable User E-Mails

Types

1. Activation of New Device Alert - Sent to the User associated with a device that has just been activated
   
2. Added to New Company Alert - Sent to a User that has been to a new company
   
3. Create User - Sent to a new User upon creation
   
4. Edit User Alert - Sent to a User anytime their info has been updated or edited
   
5. Edit User with No Role Alert - Sent to a User with no Roles (App only User) anytime their info has been updated or edited
6. Forgot Your Password - Sent to a User after they request a password recovery
   
7. Forgot Your Username - Sent to a User after they request a username recovery
   
8. New User with No Role Alert - Sent when a new User with no Roles has been created in a company (sent to the User)
   
9. Password Change Alert - Sent to a User when their Password has been changed
   
10. Remove Roles Alert - Sent to a User when all of their Roles have been removed
    
11. Role Change Alert - Sent to a User when a Role has been added or changed
    
12. Updated to Multi-Company User Account Alert - Sent to a User when they have been registered with more than one company
    
13. User PIN Reset - Sent to User when a PIN number has been reset for their account (optional company feature)
14. User PIN Set - Sent to User when a PIN number has been set for their account (optional company feature)
15. Username Change Alert  - Sent to a User when their Username has been changed

Available Keywords

1. {{AssignedRoles}} - The Roles that have been assigned to the User receiving the email
   
2. {{AssignedToUser}} - Assigned User for e-mail generated when Notification option is checked when creating Work Orders 
   
3. {{BaseWebUrl}} - https://admin.field2base.com/
   
4. {{CompanyId}} - User's Company ID
   
5. {{CompanyName}} - User's company name
   
6. {{CustomerName}} - A concatenated string of the User's first and last name
   
7. {{DateTime}} - Time when a bulk user update or bulk assign roles request is processed
   
8. {{EmailAddress}} - User's Email Address
   
9. {{{Errors}}} - List of errors that occurred when a bulk user update or bulk assign roles request is processed
   
10. {{Issues}} - Identifies if there are issues with the bulk user update or bulk assign roles request is processed
    
11. {{Password}} - User's password
    
12. {{Platform}} - User's device platform
    
13. {{PortalLoginUrl}} - https://admin.field2base.com/
    
14. {{SuccessCount}} - The number of successful updates during a bulk import, assignment, or update process
    
15. {{UserName}} - User's Username
    
16. {{UsersCount}} - Number of possible Users included when a bulk user update or bulk assign roles request is processed
    
17. {{WorkOrderName}} - Name of the Work Order being assigned to a User
    

Workflow Templates

Conditionals Based on Region Values

1. {{AnonymousLink}} - URL link to a PDF version of the Sent Form
2. {{BaseWebUrl}} - https://admin.field2base.com/
   
3. {{company.name}} - Name of your company
   
4. {{companyid}} - Your Company ID
   
5. {{documentId}} - Unique REF# used in the system for the Sent Form
   
6. {{{form.name}}} - Name of the Sent Form triggering the email
   
7. {{formProcessTime}} - Timestamp of the current server local time at the time of e-mail processing for the Sent Form
   
8. {{onlineDocsPDFURL}} - URL link to a PDF version of the Sent Form
   
9. {{PortalLoginUrl}} - https://admin.field2base.com/
   
10. {{project.key}} - Folder Key that the Sent Form is associated with. (Project = Folder)
    
11. {{referenceNumber}} - Unique REF# used in the system for the Sent Form
    
12. {{project.name}} - Folder Name that the Sent Form is associated with.  (Project = Folder)
    
13. {{sender.key}} - Form sender's User Key
    
14. {{sender.realName}} - Form sender's first and last name
    
15. {{senderUsername}} - Form sender's username
    
16. {{serverTimestamp}} - Local time (ET) timestamp when the Sent Form was received on the server
    
17. {{serverTimestampUtc}} - Deprecated
18. {{{Subject}}} - Subject (or friendly name) of the Sent Form
    
19. {{{subjectLine}}} - The dispatch subject originally used in our system. There's already an existing 'subject' Keyword, but for DIM compatibility that actually takes the value of the dispatch friendly name, which is different from the subject for Sent Forms or RFIs. Most of the time, 'subject' should be preferred over 'subjectLine', and 'subjectLine' will likely be deprecated in the future
    
20. {{tabletSerial}} - Activation ID of the device that sent the Form
    
21. {{timestampDisplay}} - Local time timestamp formatted with the .Net "Full date/time pattern (short time)" when the Sent Form was received on the server
    
22. {{WorkflowDocumentURL}} - URL that links to the Form in Workflow
    
23. {{WorkflowName}} - Name of the Workflow Definition applied to the Form