Editing 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 you are also able to create custom email templates.

Types of Email Templates

All email templates are classified into one of four types: System, Item, Item Subscription or User. The template type determines which merge fields are available in the template.

Template Type


Default Templates


Used for password reset emails



Used for item cancellations, routing items to acquisitions and requesting copyright permissions. This type is also used with the Email routing feature on the Item form.

ItemCancellation, CopyrighthPermissions, RouteToAcquisitions

Item Subscription

Used for users subscribing to course notifications



Used for clearing and disavowing emails

ClearUser, ClearUser-Faculty, DisavowUser

System Email Templates

Ares contains eight default system templates which are used to send notifications of various types to Reserves users and staff. System Templates are sent automatically by the system in different situations. These templates cannot be deleted.

You can view and edit the system templates in the Ares Customization Manager by clicking the E-mail Templates tab, then click Edit. A list of the templates will display.

Default Email Template



This template is used when clearing users who do not have instructor privileges. It is sent to users who are not specified as Faculty.


This template is used when clearing users and is used specifically for faculty members to notify them that they can add courses and reserves items.

Copyright Permissions

This template is used for requesting copyright permissions from a rightsholder.


This template is used to notify users that they have been disavowed and cannot use the Ares system.


When the user clicks the Forget Your Password? link on the Ares website logon screen, this template provides the user with the appropriate information for resetting the password.


This template is used during the item cancellation process. The Reason for Cancellation that is chosen by the Reserves staff is included by default.


This template is used when the user has signed up for Course Email Subscriptions. When a new item is posted to a course, the email and notification are sent.


This is the template to use if you choose the option to send email to notify the Acquisitions Department of purchase orders. A default Acquisitions Department email address can be set using the AcqAdvisementEmail key.


The Email From Address and Email From Name are configured in the System | Email section of the Customization Manager. See Configuring Email Settings.

Ares email templates are plain text files. Included in the body of the template are tags that link to Ares database table fields. 
Right-clicking within the Email text field displays a list of database fields that can be used to create the tags in the email body. When an email is sent, the tags are replaced with data from the selected tables. This method of editing ensures that the email will always have the same format and information when used in Ares processing. In addition, when a template is edited on one client, the change is saved to the database and is immediately available for use by other client users.


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