This page is used to create an email attached to a Significant Event. It can be used as a reminder or escalation to notify relevant people of events that will occur during the lifecycle of the record.
The email can be sent immediately or scheduled to be sent in the future.
Emails will not be sent if the Significant Event status is Completed or Cancelled.
Emails will not be sent to specific recipients where:
• A person is not current, even if they are included in the selected recipient Role.
• The Deceased? slider on the Personnel or Student record is Yes.
• The core record
that the Significant Event is related to is not current for the recipient.
For example, for a Significant Event in the HDR Student module that relates
to activity on a particular
course, emails will not be sent to any recipients that are not currently
enrolled in that course, even if they are included in the selected recipient
Role.
Add an email to a Significant Event
To start, open the Significant Event related item for the record. Open the Email related item click the Add button to the right.
Refer to each section below as needed to complete the fields.
1. Type and template
Define the type of email and, if using a pre-defined email template, which template to use.
Field Label |
Description |
Customise |
Used to edit the content of a selected email template selected in the Template Code field |
Email Event Type |
Choose the type of email you want to send Options may include: Event Email, Reminder Email |
Reminder Days |
These fields display if you select Reminder Email in the Email Event Type field Reminder: Number of days before or after the Date of Action for the Significant Event Days: Whether the number of days if before or after the Date of Action Example: For 3 days before the Date of Action, enter 3 in the Reminder field, and select Before in the Days dropdown. • You can add more than one reminder email for a Significant Event, and can even send more than one on the same day for different recipients. • When you complete these fields, the system calculates the scheduled date for the email based on the settings and Date of Action for the Significant Event. • If the Significant Event's Date of Action is changed, the scheduled date of all scheduled emails will be recalculated. • Reminder emails are retained when the Significant Event is recurring, copied, cloned or included in batch processing. |
Template Code |
If using a pre-defined email template, use the lookup to search for and select the one you want to use. Most fields will be populated based on the selected template, as read-only. Complete any editable fields that remain. To edit read-only content, select the Customise button. |
2. Sender
This identifies the person sending the email. Recipients see this in their email list. Details are automatically populated with your person code, name and email address. If you want to select another person to be the sender, use the lookup to search for and select the person you want to use.
Even if this area is not marked as mandatory (red asterisk *), it is required for the email to be sent.
As more than one email address can be attached to a person record, the system populates the email address of the sender based on the following rules, in order:
• Use the current Primary email address created in the person context.
• If no current Primary email address exists, use the first created email address in the person context.
• If no current email address exists in the person context, apply the above rules to the Student context email addresses.
• If the user does not have a Student record either, the email address will be blank.
3. Recipients
Even if this area is not marked as mandatory (red asterisk *), it is required for the email to be sent.
The Recipients area is where you define how you want the email sent, and who to send it to based on role and, in some cases, record.
1. In the To/Cc/Bcc field, select how you want to send the email to recipients, from the following options:
• To - Send directly to each person; all names will be visible in the sending details
• Cc - Send as a reference; all names will be visible in the sending details including other cc's
• Bcc - Send as a hidden reference; Bcc recipients are hidden from all others in the sending details
2. In the Role or Record dropdown, select the relevant type of recipient you want to add. This will provide a filter for the resulting lookup. Roles may be the following, depending on the module:
Role |
Description |
All Committees |
Can be any committee that exists in the system |
All Panels |
Can be any panel that exists in the system |
All Personnel |
Can be any person that exists in the system, select via a lookup |
Assessors |
All assessors linked to the selected core record associated to the Significant Event Options vary for each module |
Assessors (Primary) |
Primary assessor of the core record associated to the Significant Event |
Committees |
All committees linked to the selected core record associated to the Significant Event Options vary for each module |
Committees (Primary) |
Primary committee of the core record associated to the Significant Event |
Committee Meeting Attendees |
Committee Meeting only Those attending the committee meeting |
Contributors |
Research Outputs only Contributor of the research output associated to the Significant Event, either as selected via the lookup or as a saved filter, for example, Position = Author |
Investigators |
All investigators linked to the selected core record associated to the Significant Event Options vary for each module |
Investigators (Primary) |
Primary investigator of the core record associated to the Significant Event |
Non RME Person |
Can be any person external to the institution |
Panels |
All panels linked to the selected core record associated to the Significant Event Options vary for each module |
Panels (Primary) |
Primary panel of the core record associated to the Significant Event |
Personnel |
Can be any person that exists in the system, select via a lookup |
Personnel (Primary) |
Primary person of the core record associated to the Significant Event |
Progress Panel |
HDR only Progress panel of the student associated to the Significant Event |
RME Role |
Contract and Project modules only Role in the system When prepared for sending, this will be populated with personnel that have both a and b below: a) a role assignment in their User record, User Role Allocation for the defined role AND b) either: i) an Org. Unit defined in their User record, User Org. Units related item that matches the primary in the Contract or Project record, Org. Unit related item, or ii) is marked as an All Level User in their User record.
Example: If Contracts Admin is selected and the email is for a Contract record where the primary Org. Unit is FBL - Faculty of Business and Law, the email is sent to: i) all users with the Contracts Admin role and the FBL - Faculty of Business and Law Org. Unit, or ii) all users with the Contracts Admin role who are also marked as an All Level User.
The email is not sent: • If a primary Org. Unit is not defined for the Contract or Project. • To a user that does not have an Org. Unit that matches the primary Contract or Project record Org. Unit. • To a user that does not have the defined role in their User record. |
Supervisors |
HDR only Supervisors of the student associated to the Significant Event |
Supervisor (Primary) |
HDR only Primary supervisor associated to the Significant Event |
This Person |
Student or person associated to the Significant Event |
3. Click the Add button on the right. A lookup displays.
4. Place your cursor in the Select to add to Selected Items field. Underneath, recipients based on a search based on the Role display in a grid.
5. You can select all of the items in the search results, select individual items, or search for different items in the lookup:
a) To add all the items listed, select the Filter tab that shows the search filter on which the list is based. Click Return Filter to add the filter query. When the email is sent, it will be sent to all the recipients in the list.
b) To select an individual item, click the entry from the results. It will be added to the Selected Items field. You can continue to add recipients in this way. Click Return Selected to add recipients to the email.
c) To look for different items, use the lookup controls and click Search. As above, you can select all the items resulting from search (a), or select individual items (b).
To add more recipients from different roles or records, repeat steps 3 to 5.
To delete
a recipient, select the Delete
(trash can) 
icon to the right
of the entry.
4. Attachments
You use this part to attach files to the email.
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. Default maximum values for attachments are configured in System Preferences.
To add an attachment:
In the Attachments section, click the Select file button, or drag it and drop it in the field.
If you opted to select a file, navigate to the file you want to attach, select it, and click Open.
If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan.
Result: The attachment is displayed in this section. If you add more than one document, you can compress them to send them as one file by ticking the Compress Attachments? slider below this section. For more information about documents, see: RME core - Document upload and management.
To delete an attachment, click the x on the right of it.
5. Email - Subject and Body
The Subject and Body section is where you define a title and the content for your email. You can enter your own text, you can embed core field values from RME or other values from the email, such as recipient, or it can be a mix.
Complete the fields, using the table below as a guide.
Field |
Description |
Subject * |
Mandatory Title of your email, to describe what the email is about This is seen before the email is opened by your recipients. Enter text, or use/include core field values from the List of Items if you wish (below). For example, you could add Assessment Outcome from the Committees as the subject. If using an email template, the name of the Significant Event is shown in the Subject line by default; change it to suit if needed. |
Body * |
Mandatory Content of your email Enter text or use/include core field values from the List of Items if you wish (below) This can be formatted as required. See: Text editing toolbar |
List of Items |
This panel to the right of the Subject and Body sections allows you to add details from fields in a core record to the email
To add a core field value:
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 |
This option is only available for dropdowns, for example, the Status field. It controls the display of the field data as either a user code or the name of the selected dropdown |
New line |
When multiple records are selected, this option puts 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 value in the core field to display, nothing will display in the email body so this setting will automatically display the next character, removing any spacing around the empty field so the email content flows logically without gaps |
All records? |
For related item fields only Used to indicate whether you want to display all records in the related item (Yes), or select what you want to include from a list, such as which investigator to include from the Investigators related item (No) If No, when you add the field to the email, a filter and search panel displays to allow you to select which records to use. |
6. Preview
To see what the email will look like to recipients before sending, save it and click Preview on the toolbar. The content of the email will display with translated core fields to show the appropriate values that will be in the final email.
This option is only enabled when you
save the email content at least once.
7. Copy an email as a template
If you want to save the email body content and all attachments as a new template, at the top right of the Body section, click Copy to New Template and name it. When you next use the saved template, these will be automatically populated, and the Subject line will default to the name of the Significant Event.
8. Send an email
In the toolbar, there are two ways to send an email:
- Save - the system will attempt to send the email on a scheduled date specified in the Date of Action field of the Significant Event record.
- Send - the system will attempt to send the email immediately to all the recipients.
Save or send the email before clicking
the Back button or you will lose
your work.
Emails are listed in the Email section of the Significant Event record. The grid shows the email status as follows:
Status |
Description |
Scheduled |
The email has been scheduled to be sent at a later date For email reminders, the details for the email are shown, including the calculated Scheduled Date and Status (Scheduled). When it is sent, the status will change depending on the outcome. The sent date will be shown in the Processed Datetime column. |
Sent |
The email was successfully sent to the exchange server. If there is a mail server error, such as the email address isn't valid or the inbox is full, the sender will be notified by the exchange server that the email wasn't sent and the reason for the error. |
Warning |
The email was sent to some of the recipients and wasn't sent to others. All the errors are logged in the error log for the recipients that didn't get the email.
|
Failed |
The email wasn't sent. All the errors are logged in the error log. If an email fails due to the total size of attachments, try sending compressed attachments. |
Administrators: In RME, an email scheduling service
is used to send scheduled emails. This service needs to be installed on
a server and correctly configured for the scheduled emails to be sent
successfully. For details, refer to the RME Installation Guide.