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Infinite BrassRing Platform

Manage Email Templates

Abstract

Manage Email Templates is a self-service feature that allows user to manage their correspondence email templates.

Important

To turn this feature on, add user type CT_ADMIN under ADMIN access for users you want to have access.

Access to the Manage Email Templates self-service feature is based on the Manage Email Templates user type permission (CT_ADMIN). [Refer to the ] [User Types] [ section in this guide for user-type access information.]

The user can preview, edit, test, and publish correspondence emails using the Manage Email Templates self-service feature. It is available to be used by Talent Management Solution products (Infinite BrassRing Platform, Assess, and Onboard).

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Training and Enablement Session

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Navigation
Abstract

This section describes navigation steps to access the Manage Email Templates self-service functions on the Admin User Interface (UI).

Procedure

From the Admin app navigation menu,

  1. Expand Manage email templates and select Manage email templates to launch the configuration settings. The Manage email templates page opens in the default card view displaying your customized correspondence email templates.

    Tip

    Each page contains breadcrumb links which can be used to navigate through all Manage email templates pages.

    Figure 46. Manage email templates default landing page
    Manage email templates default landing page


  2. Continue to the Manage Email Templates Configuration section for configuration steps.

Manage Email Templates Configuration
Abstract

This section describes the various configurations of the Manage Email Templates self-service feature

The Manage email templates page opens to display up to 20 email templates in the default card view. On this page you can change the email template view, add additional templates to the email template view, search email templates, sort templates, filter by Application, access the email template to edit the template, preview email, and send a test email.

If you have more than 20 email templates,

  • Select Load more email templates to display an additional 20 email templates.

    1. Repeat this step to display all of your email templates.

    Figure 47. Select Load more email templates to load additional email templates
    Select Load more email templates to load additional email templates


To Change the Template View from a Card View to a List View
  • Select the Template view toggle icon. The Card view will now display as a list view.

    1. To return to the Card view, select the Template view toggle icon again.

    Note

    The Template view toggle and the List view are only available on large screens (992px+). On smaller screens only the Card view is available.

    Figure 48. Select Template view toggle to change email template view
    Select Template view toggle to change email template view


    Figure 49. Email Template List View
    Email Template List View


To Filter by Application
  1. Select Application+ (Filter by application) in the Filters field. The Filter by application dialing window opens.

    Figure 50. Application+ - Filter by application
    Application+ - Filter by application


    Figure 51. Filter by application dialog window
    Filter by application dialog window


  2. In the Filter by application dialog window, select one or more applications. The Manage email templates page then displays on those applications selected.

    Figure 52. Filter by application results
    Filter by application results


  3. Select the X in the application filter remove_application_filter.jpg to remove and go back to the full email template list.

  4. To add application to or remove applications from the application filter, select the application link name reopen_filter_application_window.jpg. This opens the Filter by application dialog window where you can update your selections.

To Search for an Email Template
  1. Enter a search term in the Search for an email template field and select the Search icon. Email templates with that search term display.

    Figure 53. Search for an email template field
    Search for an email template field


    Figure 54. Search for an email template results
    Search for an email template results


  2. To return to the all email templates view, remove the search term from the Search for an email template field and select the Search icon.

To Sort Email Templates
  1. Select the drop down arrow in the Sort by field to expand the selection list.

    Figure 55. Sort by field
    Sort by field


  2. Select one of the following:

    • Last modified (newest first)

    • Alphabetical (A-Z)

    • Alphabetical (Z-A)

Preview Email
Abstract

Preview email is a read only display which allows the user to preview the email template and confirm it is the one to be edited.

Preview email gives the user the details of the email template. It includes all Markers that have been selected for the email template. The user can then determine if this is the email template they wish to edit. The different supported languages for the email template are displayed in the Language section. The user can view the Language drop down list to view the supported languages included with the email template.

To open the email template in Preview,

  1. Select Preview email in the email template you wish to view and edit. This opens the email template in a read only Preview window.

    Figure 56. Select Preview email to view in preview mode
    Select Preview email to view in preview mode


    Figure 57. Preview window
    Preview window


  2. Review content for the following sections of the email template.

    1. Recipient details which includes:

      • From (sender name)

      • From (email address)

      • Reply to (email address)

    2. Language by selecting the drop down list in the Language section.

    3. Subject line for Markers and content.

    4. Body editor of the email template. This includes any images, links, Markers, and text for the email.

  3. Review Markers for all sections of the email.

  4. Select Close once your review has been completed.

  5. If edits are required, proceed to the Edit Email section for instructions to edit and publish your email template.

Edit Email
Abstract

Edit email allows the user to make changes to their email templates as needed for various business needs. Fields in the email template are required or optional.

Markers

Markers are available to be used in your email to create a more personalized experience for your users. They are a placeholder that will be replaced with the specific user data for that Marker when the email is sent out. Markers may differ for each email template depending on the content of the email. Markers with the Mail icon signify it is an email address Marker. Marker details may be edited by the user. Specific email address or mailing list can be hard coded instead of adding a Marker. Markers can be dragged and dropped from the Markers list or added by selecting the plus + icon for the specified Marker in the Marker section to place the Marker at the cursor point of placement. Markers are displayed with the @ symbol (@@markerName@@) or greater than, percent symbol,equal/less than, percent symbol (<%=markerName%>). In the Markers section, you can select click here to bring up a list of description for each marker.

Important

Markers cannot be edited in this application. Templates are set up with the Markers that may be used. Markers differ per email template depending on what the template is to be used for.

Note

An error message displays when trying to save if there are problems with a Marker in a field.

Figure 58. Template validation errors message window - Marker error message
Template validation errors message window - Marker error message


Marker Descriptions

In the Marker section, you can select click here to view a list of Markers and their associated description.

Figure 59. Marker Descriptions
Marker Descriptions


Language

The list of languages are based on languages enabled for that client in Talent Suite/Application. Each of these languages will have a Published status associated with it if the specific template is already published in that language, otherwise, the language will not have the published status.

Note

More information on the languages status can be seen by selecting the View Details link in front of the template ID.

Sender email address

The Sender email address is required, not optional. This is to prevent email spamming so the sender cannot pretend to be something they are not. Most of the time the Sender email address will be entered as a Marker so a different value comes through each time the email is sent.

Recipient Details

Recipient Details displays the Display Name value of the From field and any Markers added. The Recipient email address requires an email marker or valid email address.

Subject line

The Subject line accepts Markers such as someones name. This field is mandatory.

Body Editor

The Body editor has editing capabilities that allows the user to format text, import content, create links, insert images, and create or import HTML source code. The HTML Source is generated from the editor itself or allows the user to paste HTML in the Body editor field. The user can toggle from the HTML source code by selecting HTML Source to see what the HTML looks like. You can make changes directly in the HTML, however there is a preventative in place to sanitized the code and remove anything that should not be allowed.

Publishing

When publishing, a dialog window displays to confirm if you want to publish. If you select cancel in the publish confirmation dialog window, a dialog window asks if you are sure you want to cancel your changes without saving. This also occurs if you select the browser back button or if you change a language as well. The Change to <language name> dialog window asks if you want to save changes to language. Once published, a confirmation messages displays to confirm the publish.

Screen View

In a small screen view (such as an iPad) the user has to select the X icon to insert the Marker. The drag and drop function will not be available.

<listitem>

To edit,

</listitem>
<listitem>

To view details,

</listitem>
<listitem>

Edit the following sections as required.

</listitem>
<listitem>

In the Subject line field,

</listitem>
<listitem>

In the Body editor field,

</listitem>
<listitem>

Once your updates have been completed,

</listitem>
  1. Select the email template name of the email template you wish to edit. This opens the email template in the Edit window.

    Figure 60. Email Template Edit window
    Email Template Edit window


    Figure 61. Edit window
    Edit window


    Note

    On smaller screens the marker list is not displayed. Markers are instead accessed through a Markers icon within the editor. Once selected, a slide-out Add markers window opens with the list of Markers with the + icon used to add them to the subject/body wherever the cursor is placed prior to selecting the Markers icon.

  2. Select the View Details link next to the email template title. The View Details window opens to display the Date Created, Template ID, Last Modified date, and the list of languages published.

    Note

    View Details is high level and gives the date the email template was created, the languages that are supported, and the languages that have been published for the email. English (United States) is the default language. If the language displays Yes it has been published. If the language displays No it has not been published.

    Figure 62. View Details link
    View Details link


    Figure 63. View Details window
    View Details window


  3. Select Close to close the View Details window.

  4. Recipient details: To edit this section, select Edit. The Edit window opens with the available Recipient details Markers.

    Important

    The Recipient email address requires an email marker or valid email address.

    Figure 64. Recipient details - select Edit
    Recipient details - select Edit


    Figure 65. Edit window
    Edit window


    Note

    On smaller screens the marker list is not displayed. Markers are instead accessed through a Markers icon within the editor. Once selected, a slide-out Add markers window opens with the list of Markers with the + icon used to add them to the subject/body wherever the cursor is placed prior to selecting the Markers icon.

    Figure 66. Marker icon
    Marker icon


    Figure 67. Slide-out Add markers window
    Slide-out Add markers window


  5. To update or add Markers, select a Marker from the Markers section and either select the X icon to insert the Marker at the cursor point or drag and drop the Marker to the desired field.

    Note

    To hard code an email address for a field, enter a valid email address for an individual or mailing list.

    Important

    A valid email address or Marker must be added to all required fields.

  6. Select Save Changes to save your changes or Cancel to exit without saving.

    Note

    An error message displays when trying to save if there are problems with a Marker in a field.

  7. Language: To add additional languages for the email template, select the Language drop down menu and select a language.

    Note

    If a language has been published, Published displays next to the language in the Language drop down menu.

    Figure 68. Language drop down menu
    Language drop down menu


  8. Enter a subject description and/or add the desired Marker from the Markers section.

    Note

    Markers can be dragged and dropped from the Markers list or added by selecting the plus + icon for the specified Marker in the Marker section to place the Marker at the cursor point of placement. Markers are displayed with the @ symbol or greater than, percent symbol/less than, percent symbol (<%markerName%>).

  9. Enter the text content, images, and links for your email.

    Figure 69. Body editor field Edit options
    Body editor field Edit options


    1. To format your text, select the one of the Format options (B, I, text alignment

    2. Select the link icon email_template_link_icon.jpg to insert a URL. The Add link dialog window open requesting Text to display and aWeb address (URL). Enter the applicable items, then select Apply to add your web link.

      Figure 70. Add link dialog window
      Add link dialog window


    3. Select the image icon email_template_image_icon.jpg to insert an image. The Add image dialog window opens requesting a Web address (URL), Alternate text, Width, Height, and Image alignment. Enter the applicable items, then select Add to add your image.

      Figure 71. Add image dialog window
      Add image dialog window


    4. Select HTML Source to either view the existing content in HTML mode or paste the desired HTML code for your email.

      Tip

      Edits can be made directly in the HTML source code view. You may view the HTML Source code or the HTML by selecting HTML Source to toggle the code view.

  10. Add Markers as needed to the Body editor field.

    Figure 72. Sample email with Markers and links
    Sample email with Markers and links


  11. Select Publish email. A confirmation dialog window displays to confirm changes you have made and warns "Updates will be reflected in the product immediately.".

    Figure 73. Publish dialog window
    Publish dialog window


  12. Select Publish in the dialog window. A confirmation message displays stating the email template has been published.

    Figure 74. Publish confirmation message
    Publish confirmation message


    Note

    Email templates may be edited again after publication.

Send Test Email
Abstract

The Test Email function allows the user to view how the email would appear to the recipient in read-only format.

The details are displayed along with the substitutes for the various markers.

On the Manage email templates page,

  1. Select Send test email in the applicable email template card. The Send test email page opens for that email template.

    Figure 75. Select Send test email
    Select Send test email


    Figure 76. Sent test email page
    Sent test email page


    In the Marker values few your test email section,

  2. Change content in the various marker fields that require an update (if applicable).

    Note

    The Marker fields that have been changed will update in real-time and displayed in the test email preview pane.

    After any changes are made,

  3. Select the Send test email button. A success message displays.

    Note

    The user is sent back to the default Manage email templates page. They will then receive the test email in their email application.

Available Email Templates
Abstract

There are specific email templates available for each application. This section describes each email template by application.

Table 22. Talent Suite Available Email Templates

Email Template Name

Email Template Description

Access_Code

This template provides the access code to the user when Two-Step Authentication feature is enabled.

Account_Update_Notification

This template notifies the owner of the original email address that the email address for their user has been requested to change when Email Verification feature is enabled.

Account_Update_Verification

This template is to request the owner of the new email address verify their access to that email address before updating the user to the new email address when Email Verification feature is enabled.

Approve_Proxy_Connection

This template notifies a user that they are responsible for approving or rejecting an Infinite support user's proxy access when Proxy feature is enabled.

Note

THIS FEATURE IS NOT CURRENTLY IMPLEMENTED.

Forgot_Password

This template is for a user to reset their forgotten password when Security Challenge Questions feature is disabled.

Forgot_Password_with_Challenge_Questions

This template is for a user to reset their forgotten password when Security Challenge Questions feature is enabled.

GK_Mass_Mail_Failure_Notification

This template notifies someone when a mass mail job has a system failure and can not complete.

Mass_Mail_Success_Notification

This template notifies someone that the mass mail job has completed successfully with no failures.

Mass_Mailer_Cancelled_Notification

This template notifies someone that the mass mail job that was running was canceled.

Mass_Mailer_Complete_With_Failures_Notification

This template notifies someone that the mass mail job complete but that there was failures. It includes a link for them to download the report and identify the issues.

New_User_Created

This template notifies a user they have been granted access to the Talent Suite and for them to set their password.

Rehire_User

This template notifies a user that has been rehired how to access their account.

Reset_Password

This template is used to reset their password.

Reset_User

This template is used to reset a user.

User_Export_Canceled

This template notifies someone when a User Export has been canceled.

User_Export_Notification

This template notifies someone when a User Export has completed and provide a link to the file for download.

User_Import_Canceled

This template notifies someone when a user import has been canceled.

User_Import_Notification

This template notifies someone when a user import completes with no failures.

User_Import_Notification_Failed

This template notifies someone when a user import has a system failure and cannot completed.

User_Import_Notification_Failure_Report

This template notifies someone when a user import completes with failures. This email contains a link for them to access the Failure Report so they can make changes and fix the issues.



Table 23. Onboard Available Email Templates

Email Template Name

Email Template Description

Bulk_Communication

 

Bulk_Communication_No_CC

 

DHS_Reverify_Alien_Permanent_Resident

To be sent to New HIre if I-9 Section is reopened from the E-Verify Activity, for the DHS REVERIFY ALIEN/PERMANENT RESIDENT status

DHS_Reverify_Citizen

To be sent to New Hire if I-9 Section is reopened from the E-Verify Activity, for the DHS REVERIFY CITIZEN status

DHS_Reverify_DMV

To be sent to New Hire if I-9 Section is reopened from the E-Verify Activity, for the DHS REVERIFY DMV status

I9_RECEIPT_USED_NEW_HIRE_NOTIFICATION

To be sent to New Hire If I-9 Section 2 is completed with a Receipt (for any document).

ONBOARD_START_EXISTING_USER

To be sent to New hire when completing Onboard Start for an applicant with a Talent Suite SSO (previously successful completion of Onboard Start)

Preinitiate_Everify

To be sent to the New Hire if I-9 Section 1 is reopened from the E-Verify Activity, before the case has been initiated.

Primary_HM_Default_Form_Completed

To be sent to the Primary Hiring manager when Forms are conditioned on an activity in a workflow; and no condition is met to display a PDF.

SSA_Resubmittal

To be sent to New hire If I-9 Section is reopened from the E-Verify Activity, at the SSA RESUBMITTAL status

SSA_Reverify

To be sent to New hire If I-9 Section is reopened from the E-Verify Activity, at the SSA REVERIFY status

System_Admin_Multiple_Form_Conditions_Met

To be sent to administrator when Forms are conditioned on an activity in a workflow, if more than one condition is met to display a PDF

System_Admin_No_Form_Condition_Met

To be sent to administrator when Forms are conditioned on an activity in a workflow, if no condition is met to display a PDF.

Task_Claim_Notification

Email is sent to all previous task owners.; when a user with the capability to claim a task selects the Claim Task action from a new hire context menu.

TASK_I9_APPROVER_ASSIGNMENT_NOTIFICATION

If I-9 Section 1 is completed with a Internal approver identified, the email will be sent to the approver notifying them of action required for completion of I-9 Section 2.

TASK_I9_THIRD_PARTY_APPROVER_NOTIFICATION

If I-9 Section 1 is completed with a Third Party identified, the email will be sent to the Third Party notifying them of action required for completion of I-9 Section 2.

TASK_I9_THIRD_PARTY_NEW_HIRE_NOTIFICATION

If I-9 Section 1 is completed with a Third Party identified, the email will be sent to the New Hire notifying them of action required for completion of I-9 Section 2.

TASK_OVERDUE_NOTIFICATION

Based on the configuration, this email will be sent to the user 'N' days AFTER the task due date.

TASK_REMINDER_NOTIFICATION

Based on the configuration, this reminder email will be sent to the user 'N' days BEFORE the task due date.

Task_Reminder_Email

 

Task_Reopen_Default_Notification

This email is ONLY sent to the owner of the task, if they are not the user taking the reopen action.

Task_Reopen_I9_Section_One

When the I-9 Section 1 is reopened from I-9 Section 2 this email is sent to the new hire responsible for Section 1.

Task_Resume_I9_Section_Two

When an I-9 Section 1 is reopened from I-9 Section 2, this notification is sent after the successful completion of I-9 Section 1.

Task_Resume_Default_Notification

Email will be sent when a task is resumed from a suspended state (currently only for I-9 Section 2 and Everify in specific use cases).

W4_Allowances_Notification

When the W-4 form is filled out and signed and submitted to the Talent Suite an email is automatically generated if the employee has over 9 allowances.

W4_SSN_Last_Name_Different_Employee

When the W-4 form is filled out and signed and submitted to the Talent Suite two emails are automatically generated if the employee claims that his/her name is different than what appears on his/her social security card. This is sent to the EMPLOYEE.

W4_SSN_Last_Name_Different_Employer

When the W-4 form is filled out and signed and submitted to the Talent Suite two emails are automatically generated if the employee claims that his/her name is different than what appears on his/her social security card. This is the EMPLOYER email.

Update_I9_Everify

If I-9 Section is reopened from the E-Verify Activity, at the Duplicate Case status, the following email is sent.



Table 24. Assess Available Email Templates

Email Template Name

Email Template Description

tte_invite_email/3pm_tte_invite_email

This template is used to provide candidates, with the Email Distribution method, their assessment information.

tte_manager_report_email/3pm_tte_manager_report_email

is used to provide Managers/Assess Admins the scoring details of assessments completed by candidates.

tte_report_email/3pm_tte_report_email

This template is used to provide candidates the scoring details of the assessments they completed.

tte_reminder_email

This template is used to remind candidates about the assessments they need to complete before they expire.

utg_weekly_alert_notification_email

This template is to send the UTG usage information detail of Sales reps.

tte_report_no_links_email/3pm_tte_report_no_links_email

This template is used when there is no candidate facing report available for the assessment. This template informs the candidate that their assessment has been completed.

utg_monthly_overage_email

Project Office will receive monthly report which contains the list clients reached overage.

utg_weekly_warning_email

Infinite Renewal reps and BPs will receive weekly report which contains the list of clients in warning and reached the overage.



Error Handling
Abstract

There is error handling built in that displays error messages to ensure fields, markers, content, etc. are correctly in place before publishing an email template.

Following is a list of error messages and their description.

Table 25. Error Handling

Error Messages

Description

Required markers have not been included in the template body.

requiredMarker.png

Certain markers have been designated as required by the application team and must be used in that email template.

Note

If you see this message you may need to add newly required fields to your email template.

Invalid email address format.

invalidEmailAddress.png

All email address fields must contain a valid email address.

Invalid markers.

InvalidMarkers.png

If a user uses the marker format but reference an invalid marker they will see this error.

Markers must be of email address type.

emailAddressType.png

Fields that have been designated as email fields can only be populated by email type markers or valid email addresses.

Value exceeds maximum length of 256 characters.

valueExceeds256.png

Fields have a maximum length of 256 characters.

Email marker value cannot end with a comma or semi-colon.

cantEndWithsemicolon.png

Email markers can normally be entered as a list but cannot end with a list separator.

This field is required.

RequiredField.png

Shown when a required field (one that does not have optional beside it) has been left empty.

This field must contain a single valid email address or marker.

singleValidEmailOrMarker.png

The reply to field can only have one valid email marker or email address.

Subject value exceeds maximum length of 256 characters.

subjectExceeds256.png

The subject cannot be longer than 256 characters.



  • Take the necessary steps to correct the error shown in the error message(s).