Adding new email templates

In the System>Request forms>Options function screen for each Request form, you can define specific email templates to be used in relation to questions arriving using that Request form (i.e. for specific types of questions coming into your system). New templates must be added to this Email template code table, before they can be used in Request forms (see the information about amending the Email templates code table for details of how to do that).

In short, the process for adding a new library defined template for use with a Request form is:

  • For the Request forms that you want to create a new email template, go to the Request form design Edit options screen, Processing options tab and make a note of the name of the email template currently in use.
  • Using System>Utilities>Administration utilities>Template editor (print) or (email), take a copy of the template that is currently in use, copy it to the local directory and give it a name in the format refmu<xxx><aaa> where <xxx> is the template number and <aaa> is something to remind you of this version’s new purpose.
  • Then amend your newly copied template to provide the text and layout that you need using what you learnt above about amending templates.
  • When your new template is ready for a test, go to System>Code tables>other>Email templates (or Print templates as appropriate) and add your new template in there (by Copying an existing definition in the email templates, or creating a new one on the Add line for Print templates). You will be able to select your new template from the drop down list, and you need to assign the right email function (should match the template number). This will tell RefTracker what it needs to know about your new template.
  • Then go back to the Request form Edit options screen Processing options tab and select your newly created email template from the drop down list (it will be showing there now as a result of having added it to the email templates code table) and Save the change.
  • Then test by entering a new question using that Request form – it now will be using your new template.