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This page allows you to create an email template that can be used as an email for a Significant Event, a committee meeting, to send a System email via Scheduled Tasks, or to send an email via the Application Trigger when a Significant Event is created or updated.
Menu path: RME > System > Email Templates (Search) > Email Templates
The easiest way to set up a template is to create an email manually, and then save it as a template (Copy to New Template option), and change it as needed. The body and attachments of the email will be populated automatically. The Subject line will display the related Significant Event or Meeting name by default.
Alternatively, you can create a brand new template in this page, as follows:
1. In the RME menu, go to System > Email Template.
2. In the toolbar, click the New button.
3. Complete the fields, using the tables below as a guide. You need to select an option from the Module dropdown so that the Role dropdown in the Recipients section can be appropriately populated for selection.
4. In the toolbar, click Save. To go back to the previous page, click it in the breadcrumb trail or use your browser Back button.
Default Field Label (in layout order) |
Description |
Template Code * |
Mandatory Unique code to identify the email template record, according to your institution's schema |
Name * |
Mandatory Name of the email template |
Module * |
Mandatory Module for which the email template is used This populates the Role list in the Recipients section with relevant options for the selected module. If creating an email template for sending via the Scheduled Tasks feature, select System (other modules are not designed for this feature). |
Current? |
Yes by default Indicates whether the email template is current and can be sent If the template is no longer used, slide this to No. |
Description |
What the email template is used for, to distinguish it from others |
Sender Person |
Lookup to search for and select the email address from which the email will be sent, seen by all recipients Even if this field is not marked as mandatory (red asterisk *), it is required for the email to be sent. |
The module must be selected before recipients can be selected from the dropdown.
Default Field Label (in layout order) |
Description |
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To/Cc/Bcc |
Visibility of the email recipient information for emails based on this template, from a defined list: Even if this field is not marked as mandatory (red asterisk *), it is required for the email to be sent.
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Role |
A selection must be made in the Module dropdown for this list to be populated Recipient roles that will receive emails based on this template, from a defined list of roles configured for the module Selecting some roles will display the Record field above so you can look for and select specific recipients. Even if this field is not marked as mandatory (red asterisk *), it is required for the email to be sent.
Example roles (these vary for each module):
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Record |
Displays other options based on the selected value/s in the Role field Lookup to search for and select records. For example, if you select Supervisor in Role, a lookup displays for you to search for the supervisor. Select an option from search results, then click Add at the far right to add it to the field. |
Field |
Description |
Select file |
Used to add documents or other files to the email, by either browsing or dragging and dropping the file • The default maximum size for all attachments is 20MB. The default maximum size for a single file attachment is 20MB. This means that you can add more than one file provided the total is no larger than 20MB, or one large 20MB file. The maximum file size and allowed file types are set in System Preferences. • If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan. • The system will allow you to upload a document with the same filename more than once so it may be useful to ensure that the filename is unique to distinguish it from others in the record. For more information about documents, see: RME core - Document upload and management. |
Compress Attachments? (next to the Subject field) |
No by default Indicates whether to compress all attachments uploaded in the Attachments section into one file to minimise the overall file size |
Default Field Layout |
Description |
Subject * |
Mandatory Concise description of what the email is about This is seen before the email is opened by recipients. You can enter your own text and also add dynamic core field values from RME via the List of Items fields. The subject can be a mix of both. |
Compress Attachments? |
See above under Attachments
|
Body * |
Mandatory Content of the email You can enter your own text and also add dynamic core field values from RME via the List of Items fields. The body can be a mix of both. Format the email body content using the text editing toolbar. |
List of Items |
Used to add dynamic details from fields in a core record to the email subject or body
To add a core or related item field value: 1. Go
to the List of Items dropdown
and select the type of
item you want to add. For example, you can use core record details,
or related item details, such as investigators, committee
and so on. 2. In the list below the dropdown, fields for the selected type displays. For example, Core will display a list of fields from the core record for the module. Popular fields are shown first in order of popularity, then the rest display in alphabetical order. 3. Select the field you want to add. 4. Choose from additional options for the field value under the List of Items box, as relevant. See Item Options below. 5. Select either Add to Subject or Add to Body below the list depending on where you want the field data to display in the email. Result:
The code to embed the core field value is added to your email
template. To maintain the integrity of these dynamic data items, keep the text enclosed within <@= and @>. |
Item options |
|
Show code as name |
Only available for dropdowns, for example, the Status field It controls the display of the field data as either a code (No) or the name of the selected dropdown (Yes). |
New line |
If multiple records are selected, slide to Yes to put each record on a new line Example: When including investigators, each investigator can be shown on a new line. |
Ignore if none |
For related item fields only If there is no data to display from the field, nothing will display in the email body; this setting removes any spacing around the empty line so the email content flows logically without gaps |
All records? |
For related item fields only Used to indicate whether you want to display all items in a related item grid (Yes), or define which item/s you want to include using a filter search (No) If No, when you select Add to Subject or Add to Body to add a field to the email template, the Add Filter or Selected Items popup displays so you can create a search filter for the items to use in the email. Example: To only include Chief Investigators from the Investigators related item in the email template, complete these fields: Search On = Position, Value = Chief Investigator) in the filter popup. Filter popup search fields behave in the same way as Advanced Search. |
When you save email details, the Reminders related item becomes available. You can use this to create reminder emails to be sent at defined intervals based on the Date of Action of a Significant Event.
To manage a related item, open it from this core page and select from the Add, Delete and Export links at the right of the related item. To edit an item, click the row to display the details.
See: Reminders
You manage core records from the module search page, Results tab. Select records in the grid and select the New, Delete and Export buttons on the toolbar in Email Templates.
Product Key: Modules - Core
Page ID: EMT001.htm