Email Templates

Administrator can define various e-mail templates within this section which will then be linked to e-mail notifications.

To create a new e-mail template;

Step 1: Click plus icon.

Step 2: Enter relevant fields. Following fields will be available.

Field	Type	Description	Mandatory/ Optional
Name	Text	Define a name for the template. Name should be unique.	Mandatory
Email Type	Dropdown	A dropdown including types; general, incident, investigation, action, resolution, closure, signoff. Selecting a type will determine the snippets and trigger criteria of the e-mail.	Mandatory
Description	Text	A textbox to include a brief description of the e-mail template	Optional
Subject	Text	E-mail subject. This will be visible in the e-mail in the “subject” field.	Mandatory
Body	Text	Text area to include the e-mail body. Few common formatting functionality will be included here such as bold, italic, underline, strike through text; align text to right, left, centre, justify, remove alignment; Font size, spell check and snippets	Mandatory

Step 3: Click save.

E-mail snippets are available to be included in the e-mail body. The snippets are categorized by the e-mail type, therefore, only the snippets that belong to the type selected will be visible in the list.

All snippets are described below.

Snippet	Types	Description
Incident Title	1. Incident, 2. Investigation, 3. Action, 4. Resolution, 5. Closure, 6. Signoff	Title of the relevant incident
Incident Responsible person	1. Incident, 2. Investigation, 3. Resolution, 4. Closure, 5. Signoff	Name of the staff selected as incident responsible person
Incident Code	1. Incident, 2. Investigation, 3. Resolution, 4. Closure, 5. Signoff	Code of the relevant incident
Incident type	1. Incident	Type that the relevant incident belongs to
Investigation due	1. Investigation,	Investigation due date
Primary investigator	1. Investigation	Name of the staff selected as incident primary investigator
Secondary investigator	1. Investigation	Name/s of staff selected as incident secondary investigator/s
Action Title	1. Action	Action title
Action Responsible officer	1. Action	Name of the staff selected as action responsible officer
Action Start Date	1. Action	Action start date
Action end date	1. Action	Action end date
Action Status	1. Action	Current status of the action
Action % complete	1. Action	Current action % complete
Resolution Status	1. Resolution	Resolved or not
Close Status	1. Close	Close/ Open
Signoff Status	1. Signoff	Approved / denied
Signoff submitted date	1. Signoff	Date that the object is submitted for signoff
Sign off pending with	1. Signoff	User who is required to signoff next
Signoff date	1. Signoff	Date that the object got signed off
Signed off by	1. Signoff	User who signed off (approved or declined) the object

Last revised: September 23, 2018