Creating and Deleting Email Templates

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Email Templates are used in Ares to communicate with patrons and others for situations that occur frequently, such as clearing new users. Ares includes several default System Email Templates, and staff is also able to create custom email templates.

Creating New Templates

  1. In the Ares Customization Manager, click on the Email Templates tab.
  2. Click New.
  3. Select the kind of template you want to create.
  4. Fill in the following fields:
    Name The name of the email template.
    Description The purpose of the email template.
    From Name The From name that will appear on the email. The system default
    is set in the EmailFromName key in the Ares Customization Manager.
    From Address The From email address that will appear on the email. The system
    default is set in the EmailFromAddress key in the Ares Customization
    Manager.
    Recipient Name The name of the user being cleared, disavowed or tied to the reserve
    item being processed. This field is left blank and filled in by the system.
    The RouteToAcquisitions and CopyrightPermissions templates are an
    exception, and you will want to enter names for those email templates.
    Recipient Address The email address of the user being cleared, disavowed or tied to the
    reserve item being processed. This field is left blank and filled in by the
    system. The RouteToAcquisitions and CopyrightPermissions templates
    are an exception, and you will want to enter email addresses for those
    email templates.
    CC Address A blank field to add other email addresses you would want to receive
    the email.
    Subject The subject of the email being sent.
    Message The body of the email template. Right-clicking within the Email Text
    field displays a list of database fields that can be used to auto-populate
    the email with information from the Item, Course or User records.
  5. Click Save.
  6. In the Ares Customization Manager under  System | Email | EmailRouting, create an Email Routing rule in the EmailRouting Table that points to the new template.

Creating the Template Text

Email templates can be configured with tags to auto-populate information from the Item, Course, and User Records, as well as the Contact Information for your department, added in the Customization Manager.

  1. Click into the text entry box in the email template editing window
  2. Right-click to see a list of field options available for that template.
  3. Select the applicable field and it will create the proper syntax to bring the information from that field into the email.

You can also type tags in manually using the following syntax: <#TableName.FieldName>

Copying Email Templates

You can create a new template by choosing a template similar to the one you want to create, making changes to it and saving it as a new template.

  1. Select the template that you want to copy by clicking Edit and then clicking on the name of the template.
  2. Click Copy. The Template name will now be blank.
  3. Fill in a new template name and make any other needed changes to the email template.
  4. Click Save.

Modifying or Deleting Email Templates

To Modify an email template:

  1. Select the template that you want to copy by clicking Edit and then clicking on the name of the template.
  2. Make any needed changes to the email template.
  3. Click Save.

To Delete an email template:

  1. Select the template that you want to copy by clicking Edit and then clicking on the name of the template.
  2. Click the Delete button to delete the template.
  3. A pop-up message asks you to verify that you want to delete the template. Click Yes.

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