Mail Templates can be created and stored ready to send survey instructions, distribute survey reminders or send messages to project participants. They can be customised for different projects, for varying purposes.
The Mail Templates are available to select when deploying surveys in a project.
The Mail Template Window
Creating a Mail Template
To add a Mail Template, go to the Mail templates menu and select + New Mail Template from the top menu. To edit a Mail Template, select the Edit button alongside the template. A Mail Template contains a name, description, subject and message as well as tokens to insert in the message.
Tokens are IMPORTANT
A Token is a field that will automatically be replaced with an assigned value. Standard Tokens are provided in the mail template and can be selected from the Insert Token button. For example, insert a "Survey Link Button" token and the email received by a participant will contain a nicely styled Survey Button. Tokens are also available for creating greetings like First Name and Last Name or the Project Name.
Rich Text Formatting
The presentation style of the message can be formatted using the HTML Editor. Use styles such as headings or paragraph text, bold or italics, bullets and numbering. Bullets may also be indented to create sub bullets. Links to web pages and to email addresses can also be added.
Copying a Mail Template
To copy a Mail Template, go to the Mail Templates menu and select the Copy button alongside the Mail Template to be copied. A copy will be created ready to be renamed, edited and saved. By default the copied survey will contain the name of the Mail Template that it has been copied from with (copy) added to the name.
Deleting a Mail Template
To delete a Mail Template go to the Mail Templates menu and select the Delete button alongside the Mail Template to be deleted. Read the "Confirm Delete" message and then click "Delete" or click "Leave" if you do not wish to delete or are unsure. Take care when deleting Mail Templates as all details will be deleted and they will not be accessible when sending emails from projects.