Email Templates are configured on the Email Templates screen which can be found at the System and the Company level.

To add a new Email Template click the

sign. To modify an existing template or view a template to copy the template to create a new one, click the

When viewing an existing template, click the

button to create a copy of the email template:

When accessing the Email Templates page at a company level, note that all system level email templates are available at a company level.

Upon initiating the creation of a new email template, users are presented with 3 options. Click on the Create a new Email Template By drop down list and select from:

Note: Use the above copy options when creating a new company template by copying a system template or copying a company level email template from a different company, otherwise consider using the

button on the Email Templates screen.

To create a new template select <Defining a New Template> and populate the Template Name field. The Template Name is the name that will be listed on the Note/Communication and/or Service Order Settings screens in the Email Template drop down list. This name must be unique and the field is a mandatory field. Click

to continue.

There are 4 main parts to the email template:

If you do not need to merge data into your email you can leave the Not Applicable radio button selected. If you would like to use Merge Tags to merge data into the Email Content section, select either Data Source or User Report. Selecting Data Source allows users to use a predetermined set of merge tags from the Equus Standard Merge Data Sources. There are a number of Data Sources to choose from and each Data Source will have its own set of merge tags.

For greater flexibility in the choice of data and data formatting, select User Report. Then select the name of the user report using the type-ahead drop down list. When a user report is selected, a link to the User Report Details screen will appear:

Using merge tags in the Address Fields, Subject and/or Body fields in the email content section allows for data to be dynamic. Merge tags used for emails templates must have a prefix of "&EQ_”. Selecting the Data Source or User Report, determines the list of available merge tags that can be used. Click on the Available Merge Tag field to view the type-ahead drop down list of available merge tags for the selected merge source.

You can add multiple recipients in the Address Fields (To, Cc, Bcc) using a comma (,) as the separator. You may add a merge field for the email address from the Available Merge Tag field.

Once a merge tag is selected, the

button is enabled and can be used. After copying the selected merge tag, the merge tag can be copied to a field in the Email Content section.

For user reports, merge tags are created by adding "&EQ_" before the user report's field column caption values. Note that column captions must be fully unique so that no merge tag can be found within another tag if matched using "start with" comparison, therefore it is recommended that column captions do not include spaces. If the user report contains fields that are hidden, the column captions for these fields will not appear in the drop down list.

Note, it is possible to define a section of the document which will repeat once for each record that is returned. You will need to signify the beginning of the repeating section by using the field &EQBEGINROW, then enter the fields you wish to repeat and close the section with &EQENDROW.

You have the options to switch to the Advanced Template editor to edit the body of the template.

To do this, click

. You will be presented with a warning message:

As detailed above, please note:

Once you click

, Advanced Mode will be displayed:

The original contents of the email body will then be displayed in an HTML block within the Advanced Mode editor. Note - if you wish to make edits, you will need to edit the HTML code. If unfamiliar with HTML, copy the text and add it into a new 'paragraph' block.

The Advanced Mode Editor gives you additional options when customizing email templates, facilitating greater control over content and design for better alignment with company branding.

Two types of documents can be attached to email templates: Merge Documents and Static Documents.

To attach one or more Merge Documents to the template, click

under Attached Merge Documents. This will allow you to create a row for each merge document you would like to attach. If you wish to remove a Merge Document simply tick the Delete checkbox and click

.

To attach one or more Static Documents to the template, click the + icon from the grid under Attached Static Documents. If you wish to edit or delete an existing static document, simply click on the document icon. A pop up window will appear allowing edits to be made including a

button.

When the

is clicked, the Upload Document pop up window appears.

Once the file is attached, the file name appears together with the

button. Click

to continue and return to the Email Template screen.