Managing E-mail Templates

Managing E-mail Templates

Overview

Field2Base Admins have the ability to edit E-Mail Templates for all automated e-mails sent from the Field2Base system, as well as create new E-Mail Templates that can be sent as part of Custom Workflows. 

Creating or Editing an E-mail Template

1. Log in to the Field2Base Portal.
2. Navigate to Admin > E-Mail Templates.
3. Click the Create button.


4. Choose your desired category. See the section below for details on each category.
5. Choose the name of an existing system template (for Import, User or Work Order templates) or enter a name for new template (for Sent Form or Workflow templates).
6. Edit or create the Subject and the Body of the email. For applicable templates, you can also edit the PDF attachment details.
7. Click Submit.

Editing Company-Wide Default E-Mail Templates

There are several buttons that provide a shortcut to editing the most common company-wide default E-Mail Templates.


A. Edit Default Sent Form Template - Takes you directly to the Sent Form E-Mail Template to easily edit the E-Mail and PDF Attachment that is sent each time a Form is submitted. 
B. Edit Default Workflow Template - Takes you directly to the Workflow E-Mail Template to easily edit the E-Mail and PDF Attachment that is sent to the Final Recipients each time a Form is approved in a Basic Workflow.
C. Edit Default Workflow Re-Assign Form Template - Takes you directly to the Workflow Re-Assign E-Mail Template to easily edit the notification E-Mail and PDF Attachment that is sent to the User(s) when a Form in Workflow is reassigned by a Workflow Administrator.

Template Components

Categories

Import - Emails that are sent after a bulk import has been completed. 
Location - This category is currently in development.
Sent Form - Emails that are sent when a form is submitted. 
User - Emails related to User activity, updates, etc.     
Work Order - Emails that are sent when a Work Order is assigned or re-assigned. 
Workflow - This category is used to create new templates that can be used in Custom Workflows.

Name

Select the Template name you would like to edit, or enter a new name if you are creating a Workflow E-Mail Template.

Subject

Enter the text you would like to appear in the subject line of the e-mail. You may use any of the available Keywords here. For a list of common Keywords and their descriptions, refer to the Keywords table at the bottom of this article.

Body

This section will contain the contents of the email, i.e. what the recipients sees (with keywords substituting for desired system data).
Toolbar options

a. Font Style Options
  1. Style - select from normal text, 6 header sizes, quote, or code snippet. 
  2. Bold
  3. Underline
  4. Remove Font Style
  5. Font Family
  6. Recent Color
  7. More Color: Font Background and Foreground color
b. Format Options
  1. Unordered List - Bullet point list
  2. Ordered List - Numbered List
  3. Paragraph - Alignment options
c. Inserts
  1. Table
  2. Link
  3. Picture
  4. Video
d. Other Options
  1. Full Screen - expand Body section to full window
  2. Code View - Toggle between normal edit window and HTML code
  3. Help - List of keyboard shortcuts
  4. Key Words - list of available system Keywords
  5. Foundation Framework -  In development, will eventually allow importing of templates

Import Templates

Import Email Templates are automatically sent when a bulk import process has finished. The email is sent to the User that initiated the bulk import process.

Types

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

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. {{ProjectAssociations}}-List of Associated Folders selected during the Import process for the Contacts imported
  16. {{SuccessCount}}-The number of successful updates during a Bulk import, assignment, or update process
  17. {{WorkOrderCount}}-Number of Work Orders included in the Import processed

Sent Form Templates

Sent Form Emails are sent whenever a form is submitted. These emails are sent automatically to Mandatory Recipients of a form, Folder level BCC Recipients, and to any email address the User selects when sending from the Mobile Forms App. 

Types

  1. Companywide  - Email template used for all Sent Forms ( excluding forms that have Form Specific templates )
  2. Form Specific  - Email template used for a specific form

PDF Attachment Options

You can choose whether to include the Sent Form as a PDF attachment as part of a Sent Form  E-Mail Template. The name of the PDF Attachment can be set as the REF#, the Form Title, or a custom file name. The PDF page visibility can also be customized. 


Conditionals Based on Region Values

You have the ability to display certain portions of your email template based on whether a form region has a value by using If conditionals in the html for your email template.
  1. {{#if form.page1.Comments}}
  2.    <p>Comments: {Page1@Comments}</p>
  3. {{/if}}

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

User Email Templates are sent after various processes, updates, or edits involving a User have been completed. Usually, these emails are sent to the affected User, although sometimes the email is sent to the User that initiated the process.

User Emails can be disabled by unchecking the Enabled checkbox in the Create or Edit E-Mail Template dialog box.

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

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

Work Order Templates

Work Order Email Templates are used to notify a User when a Work Order is assigned or re-assigned to them and can be updated by any User with the Mobile Forms Admin Role. 

Types

  1. Work Order Assigned 
  2. Work Order Re-Assigned

Workflow Templates

Workflow Email Templates are used in Custom Workflows and can be updated by any User with the Mobile Forms Admin Role. Because these templates are used specifically in Custom Workflows, you will need to contact the Field2Base Professional Services Department if you would like to use a new Workflow Email Template or change how/when an existing email is triggered. Custom Workflows can only be created or edited by Field2Base.

PDF Attachment Options

You can choose whether to include the Sent Form as a PDF attachment as part of a Workflow E-Mail Template. The name of the PDF Attachment can be set as the REF#, the Form Title, or a custom file name. The PDF page visibility can also be customized. 

Conditionals Based on Region Values

You have the ability to display certain portions of your email template based on whether a form region has a value by using If conditionals in the html for your email template.
  1. {{#if form.page1.Comments}}
  2.    <p>Comments: {Page1@Comments}</p>
  3. {{/if}}

Keywords

  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

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