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Adding email templates

1. Choose Tools > Administration > Email Templates.

The Configure Email Templates dialog box opens.

2. Click Add.

The Add Email Template dialog box opens with the Format tab selected.

3. Enter a Name and Description.

4. Enter a Subject. You can enter text and use field codes to customize the subject line.

5. Select Send email in HTML format to send HTML-formatted email.

If you select this option and want to use email notification hyperlinks, see Adding item hyperlinks in email templates.

6. Select a View option. This option is available if you selected the HTML format option.

Layout displays the email template in rich text format. Use the style and formatting options to change the format of the email.
HTML displays the email template in HTML code. You can add HTML tags to change the format of the email.

7. Enter the Message body.

To insert a field code in the message body, click Insert Field Code. Enter the first few letters of a field name in the Search field to display matching field codes. Select a code from the list and click OK. See Using field codes in email templates.
If the email template is in HTML format, you can import a text or HTML file as the message body. The imported file replaces any existing text in the message body field. Click Import, select a file, and click Open. The file contents are added to the message body.

Note: Any field added to a template can be viewed by all email recipients, regardless of security settings. Field-level security settings are enforced when users send email. If the email uses a template, fields hidden for the email sender are not displayed.

8. Click the Options tab.

9. Select a Template Access option.

Select All users can view this template if you do not want to restrict users from viewing the template.
Select Only allow users in the following groups to view this template then choose the security groups that you want to have access to the template. Users who do not belong to the security groups cannot view or select the template when they set up notification rules or send email.

Note: Users can still receive email notifications that use a restricted template. If you restrict template access, make sure that users who can access it understand the type of information it contains and what it is used for. For example, you create a template to notify managers about sensitive information. You also restrict template access to the manager security group to ensure that other employees cannot select it. However, other employees can still receive an email that uses the restricted template.

10. Select a Recipient list for email notifications option.

Do not select Each email contains multiple recipients (can see who received mail) if you are using email notification hyperlinks with this template. The same email cannot be sent to multiple recipients because each recipient requires a unique cookie.

11. Click OK.

The email template is added.

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