Templates

When you select Templates from the Correspondence menu, a list of existing templates is displayed. From this screen you can:

• Create a new template
• Edit an existing template
• Export the list of templates to Excel or Word

  Only administrative users have access to this menu entry.

CREATING A NEW TEMPLATE

1. Go to System > Correspondence > Templates. A list of existing templates is displayed.
2. Click the NEW button. The New Template window opens.
3. In the TEMPLATE NAME field, enter a name for this template.
4. Enter a brief description of the template.
5. From the TYPE droplist, select the type of template you're creating. The type you select here determines which mergeable fields are available in the template. For example, if you want to create a template to use for email to Management contacts, then you would select the MANAGEMENT template type, which would provide mergeable management fields. The following template types may be available, depending on which optional features you have enabled on your site:
   • AUDITOR SCHEDULE NOTIFICATION - Use this template type to send email to auditors to notify them of an upcoming audit that has been scheduled and assigned to them.
   • AUDIT RESULT - Use this template type to send email that contains the results of an audit.
   • CONTACTS - Use this template type to send email to contacts.
   • CORRECTIVE ACTION MANAGEMENT (CAM) - Use this template type for templates associated with CAM and CAM replacement tags.
   • LOCATION - Use this template type to send email to a location.
   • MANAGEMENT - Use this template to send email to a management record.
   • MANAGEMENT SCHEDULE NOTIFICATION - Use this template type to notify a management record that an audit has been scheduled for one of their locations.
   • WAIVER - Use this template type to send email to notify a user that a waiver has been requested and is awaiting his/her approval. (Available for use with the Waiver Management System.)
   • WAIVERMASTER - This template type is used to merge multiple email notifications into a single email. (Available for use with the Waiver Management System.)
6. If you want this template to contain any mergeable data, select YES from the MERGEABLE DATA droplist.
7. Click the SAVE button. The Template Profile window opens, allowing you to edit the template. Once you've created the template, you must edit it to add the text to the template. (See Editing a Template, below.)

EDITING A TEMPLATE

1. Select the template that you want to edit from the Template List. (Note: If you're in the process of creating a new template, the Template Profile page may already be opened.)
2. Click the EDIT button. The Edit Template window opens.
3. Set up the template as desired. Use the INSERT CODE SNIPPET button to insert mergeable data fields into the text section of the template.  See Using Replacement Tags.
   
   
   
4. Click the SAVE button.

EXPORTING THE TEMPLATE LIST

• Click the EXCEL button to export the list to an Excel spreadsheet.
• Click the WORD button to export the list to a Word document.